Without an efficient process to capture, analyze and make decisions on a project portfolio, it’s nearly impossible to run an effective project management office (PMO) / PMO Management. The situation can be made worse by uncoordinated spreadsheets and project plans, or an ineffective PPM tool, and lead to common challenges, including:
– Lack of strategic alignment. Without a well-defined project intake process, there is no way for the business to effectively prioritize new investments with business priorities.
– Project overload. If there are too few resources available to meet project demand, an organization will likely be overloaded without a way to make smart tradeoffs.
– Lack of visibility. Disparate project plans, issue lists, risk logs, status updates and project documents make it time consuming and difficult to get visibility into a project portfolio.
– Resource bottlenecks. An immature resource management process can lead to resource contention, underutilized resources and late project delivery.
Triskell PMO Management solution enables Project Management Offices to implement a structured approach to managing project portfolios. Pre-built scoring models for analyzing project requests help you control project intake based on business priorities. The PMO solution enables a ‘single source of truth’ for business and IT projects, demand, application and strategic portfolios and automates the capture of project data to minimize errors.
Triskell PMO Solution Overview
We understand that improving organizational PPM maturity is often a multi-year process. Triskell offers best-practice solution templates to get you started. Over time you can customize and extend Triskell as your needs evolve. For example, once you’ve mastered the Demand management process, your organization can use Triskell to implement Project portfolios and improve financial management and controls.
Triskell PMO provides the following capabilities:
The first step in managing IT demand is to aggregate and understand all incoming work, including projects, enhancements and non-project work. Triskell provides a best-practice project scoring model to allow quick evaluation without suffering “paralysis by analysis”. Portfolio optimization tools and scoring bubble charts allow the PMO to prioritize and shape the incoming demand in alignment with corporate goals and objectives.
A prioritized list of IT investments needs to be mapped to the available resource capacity to prevent resource contention. Non-project demand for ongoing operations are planned using workspaces for pre-allocation and time tracking, revealing true availability for project work. Capacity planning reports quickly identify capacity overloads, while the capacity planner application provides what-if analysis, allowing PMO’s to answer “when”, and not just “if” a project can start.
Triskell starts with capacity planning, but then provides allocation tools, including Team Manager and Resource Allocation reports, to help resource managers with allocation decisions. Project managers then assign these resources to individual tasks, and users log their time using Triskell’s web-based timesheets. Triskell provides views and reports to roll up allocated, task, and actual time to provide visibility and decision support to all levels of management.
Triskell understands that projects can roll up into multiple portfolios and Triskell PMO has pre-configured attributes for three of the most common: Investment Class, Business Unit, and Strategic Alignment. Dashboards show traditional project portfolio status, as well as reports to show how all work—including ongoing operations—breaks out by Business Unit and Investment Class. The Project Landing Map highlights when projects will roll-out, whether they have one go-live event or multiple.
Triskell PMO provides executives with insight to this question using several elements. Benefits scoring and tracking shows the value of projects—including non-financial benefits—on an apples-to-apples basis. The Benefits Realization application provides for input of before and after measurements based on criteria you specify. And an innovative dashboard uses the benefits scoring system to reveal benefits being released each quarter as projects go live.
Project and Program Management
Manage project execution for multiple project methodologies, including waterfall, iterative, business process improvement, Agile, Six Sigma and more. Roll all project types up into unified portfolios. Triskell project templates allow customers to provide pre-defined tasks, documents, and artifacts for each methodology—giving the project manager everything they need to get started.
Material expenses and labor costs need to be budgeted, tracked, and adjusted during the life of a project. Triskell tracks planned and actual expenses or a more sophisticated three-tiered model can be used for tracking capital orders, purchase orders, and invoices. Labor cost estimates and actual costs are calculated using Triskell’s built-in labor rate functionality and combined with material expenses for a complete picture of project finances.
Triskell Key Features
Dynamic Datamart for Reporting
Triskell includes natively a dynamic datamart that can be used for reporting and interfaces:
+ Automatic refresh as soon as data is updated – no manual process nor delay.
+ Any data managed in Triskell is accessible through the datamart.
+ Data stores can be built in Triskell on the datamart to extract data – no extra- development needed.
+ Data stores can include parameters to make them even more customizable.
+ Custom reports can be built on these data stores. Output can be processed in Triskell or in MS Excel (with templates for layout and extra-calculation or graphs).
Triskell Gantt chart allows users to schedule any object (i.e. projects, maintenances) in full web mode. The Gantt chart is 100% embedded in Triskell (no interface required). It includes natively:
+ Hierarchical management of tasks.
+ Multi-unit for duration and effort (hours, days, weeks, months).
+ All types of dependencies between tasks (FS, SS, FF, SF) with Lag.
+ Multi-baseline management.
+ Critical path.
+ Multiple modes for resource assignments (fixed duration, effort driven, dynamic assignment).
+ Imposed dates.
+ Progress management with auto-progress feature.
+ Rollup of actuals from timesheets.
+ Auto rollup of task assignments to pools and attributes.
+ Highly graphical and easy to use.
Triskell embeds also a full web scrum board to allow the agile management of any object: deliverables, risks, issues, tickets, customer requests, ideas… Triskell scrum board includes:
+ Direct assignments of objects to resources.
+ Objects can be moved from one resource to another in one click.
+ Objects can be moved over time or made longer/shorter graphically.
+ They can be progressed through their lifecycle graphically.
+ Advanced filtering to help users focus on real issues and speed up management process.
+ Full definition of the object with its attributes, roles and features.
Graphs and Masterplan on every Object
In addition to scorecards, Triskell allows users to define dashboards and master plans for any set of objects.
+ Filters defined for the scorecards are taken into account in graphs and master plans.
+ Multiple graphs can be displayed on the same page.
+ Standard representations are available: pie charts, histograms, curves, scatter graphs.
+ Graphs can be exported as images.
+ Master plans can use colors defined by lifecycle stage for visual enhancement.
+ Master plans can display baselines and progress.
Scorecards on every Object
Every set of objects you have created (i.e. list of projects, products, risks, deliverables, issues, teams, customers…) is represented in Triskell as a scorecard. Scorecards are a key element for Triskell navigation and data analysis. They include natively:
+ Public and private views to speed up data access and analysis.
+ Embedded security on data: users can see only what they are allowed to.
+ Custom columns, filtering, sorting and grouping (saved in the views).
+ Paging to allow manipulation of large amounts of data.
+ Display of attribute icons and colors.
+ Advanced tooltips for guidance and data changes.
+ Exportation to MS Excel or other systems.
Triskell allows creating several portfolio structures to manage for instance products, projects, maintenances, applications, investments and more.
+ Portfolios can be hierarchical (i.e. program / projects / work package).
+ They can include several types of objects. For instance, an IT portfolio may include projects, maintenances, support activities, risks, deliverables, tasks, issues.
+ Each portfolio can have its own breakdown structure, with custom roles and objects attached.
+ Portfolios can be attached to organizations. For example, the IT department can manage the IT portfolio, the R&D the product portfolio.
Time-Phased Attributes for Budgeting & Resourcing
Time-phased attributes allow users to edit / view periodic data in tabular mode. They can be used to manage costs, headcounts, benefits and any other kind of time-phased data. You can create as many time-phased attributes as you need and they can be attached to any objects (i.e. projects, products, departments, customers, risks, deliverables). They include natively:
+ Public and private versions (i.e. budget, forecast, actuals): versions are secured by role and lifecycle. No limit in number of versions. Versions can be edited simultaneously in the same grid.
+ Up to 5 analysis axes for data entry (i.e. cost types, regions, resource types, budgetary buckets) with automatic aggregations.
+ Multi-currency for budgeting: edit data in Euros, Dollars and any other currency in the same grid.
+ Multi-unit for resourcing : edit data in hours, man-days, man-month and any other unit in the same grid.
+ Multi-timeframe : enter and view data by month, quarter, year or globally.
+ Automatic rating of amounts based on custom rate tables.
+ Embedded rollups from child related objects, from pools and timesheets.