Typical Roles, Meetings and Procedures in PPM

Best Practice Project Portfolio Management Templates

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The ultimate necessity of project portfolio management.

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PPM in a Nutshell

Are you looking for a summary of the most important aspects of project portfolio management? Here you will find templates for:

  • PPM roles and responsibilities (Download)

  • PPM meetings and governance (Download)

  • A coordinated overall flow (Download)

A detailed description of the entire process can be found on our project portfolio management and resource management pages.

Project Portfolio Management Templates: The Most Important Roles for Your PPM

In project portfolio management as in any other process, it is important that through clearly defined responsibilities a sensible division of labor is established. Who does what, with, and for whom?  Use the following roles in your organization to create a working, lean PPM.

PPM Role PPM Responsibility Typical organizational role
Initiator
  • Brings in initiative
  • Captures initiative and elaborates it into project proposal
  • Presents project proposal to Pipeline Review Committee (if required)
Management, Experts, Key Account Managers
Portfolio Coordinator
  • Responsible for company’s project portfolio or part thereof (e.g. for business unit or program)
  • Guides other roles through entire process
  • Translates strategy into project prioritization criteria
  • Supports Initiator during idea phase, e.g. facilitates resource requirement estimates
  • Creates portfolio suggestions
  • Prepares decision-making meetings (outside of execution phase)
Head of PMO, PMO Team Member, Business Unit Manager, Program Owner, IT Coordinator
Pipeline Review Committee Member
  • Review, evaluate and prioritize initiatives
Department Managers, Business Experts
Portfolio Board Member
  • Responsible for seeing strategy through to execution by using successful project portfolio management
  • Exerts control over active portfolio
  • Makes decisions regarding issues in active portfolio
  • Decides on project portfolio going forward
Senior Management
Project Leader
  • Reports project status
  • Reports resource requirements for project
  • Escalates project issues
  • Presents project to decision-making bodies (if required)
Trained Project Manager
Resource Manager
  • Ensures correct mapping of resources to roles & skills
  • Staffing: (re-)assigns resources to projects
  • Resolves day-to-day / tactical resource management issues
Team Lead
Team Member
  • Works on projects he is assigned to
Any employee
Project Steering Committee Member
  • Responsible for strategy execution through individual projects
  • Exerts control over active projects
  • Makes decisions regarding issues in active project
  • Resolves project management challenges
Department Managers, Senior Management
HR Manager
  • Develops roles and skills with Business Unit Leaders
  • Defines with business unit leaders who has booking rights on which role
HR Assistant
  • Keeps record of employment up-to-date, including hire/termination date, departmental allocation, work schedule, holidays
Strategy Manager
  • Works with Portfolio Coordinator to translate strategy into evaluation criteria (Strategy Workshop)
Download

Project Portfolio Management Templates: These Meetings Are Indispensable

A lean process requires a consistent, clear understanding of coordination and decision-making rounds. So, only set up the truly necessary meetings for your PPM, and ensure the meetings are efficient through good preparation. 

Meeting & Participants Input Output Activities Proposed Frequency
Proposal Coaching

  • Initiator
  • Portfolio Coordinator
  • Ideas, demands, opportunitie
  • Quality assured new initiative
  • Initiator explains his idea in detail
  • Portfolio Coordinator gives feedback and assists Initiator in developing initiative
Weekly
Pipeline Review Committee

  • Pipeline Review Committee Member
  • Portfolio Coordinator
  • Initiator (if needed)
  • Quality assured new initiatives
  • Ranked list of initiatives
  • Committee reviews and ranks initiatives in light of current strategic goals
At least Monthly
Portfolio Board

  • Portfolio Board Member
  • Portfolio Coordinator
  • Project Lead (if needed)
  • Current portfolio status
  • Proposed portfolio going forward
  • Project Portfolio going forward
  • Portfolio Coordinator presents his suggested portfolio going forward, including the status of ongoing projects and new initiatives
  • Portfolio Board requests changes during meeting (priorities, timing, budget, key resources)
  • Portfolio Board decides on Portfolio going forward
  • If required due to boardroom changes: Portfolio Coordinator makes effects of change requests apparent
Monthly to Quarterly
Resource Conflict Resolution

  • Project Leads
  • Resource Managers
  • Portfolio Coordinator (if needed)
  • Day-to-day resource management issues
  • Day-to-day resource challenges resolved
  • Design and discuss working solutions for resource conflicts
  • Unresolved issues are escalated to the Project Steering Committee
Weekly
Project Steering Committee

  • Project Steering Committee Member
  • Project Leads (if needed)
  • Resource Manager (if needed)
  • Status reports on current projects
  • Issues escalated by the project leaders
  • Unresolved issues from Resource Conflict Resolution Meeting
  • Day-to-day multi-project-management challenges resolved
  • Analyze status of ongoing projects
  • Make decisions regarding issues in active project
  • Resolve project management challenges
At least Monthly
Strategy Workshop

  • Strategy Manager
  • Portfolio Coordinator
  • Company strategy
  • Catalogue of project prioritization criteria
  • Discuss strategy
  • Derive project prioritization criteria
  • Determine weighting of project prioritization criteria
Every 6-12 Months
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Project Portfolio Management Templates: Rough Sketch of the PPM Process

How do the tasks and results of the different meetings interact? In the following graphic, we have reduced the complexity to a minimum.

The project portfolio management meetings overview template
Download

We hope these project portfolio management templates help you to implement your projects. And, we would be happy to support you further. Because a carefully thought-out process makes it easier for you to implement the right PPM system for your organization, we encourage you to learn more about PPM and its core discipline, resource management.

What Should You Do Next?

Did our templates convince you? Then we have good news: on the next page, we deliver your Lean PPM process. You can also read more about project portfolio management and resource management. Or start with Meisterplan, your Lean PPM and resource planning tool.

Icon für Projektportfoliomanagement

Bring structure to your project portfolio management.

Icon für Ressourcenplanung im Projektportfoliomanagement

The ultimate necessity of project portfolio management.

Icon für Lean PPM Tool für Projektportfoliomanagement

Get started with the right tool in just a few days.