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Portfolio and Program Management – Taming the Many Headed Hydra!

Miles Faulkner Certified Scrum Master B.Ec (Hons) MBA PMP ITIL Principal Blended Perspectives 416 816 5190

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About Miles Faulkner

• Miles is the Project Management guy – Martin is the knowledge management and tools guy

• PMP, ITIL and Scrum certified

• 20 plus years of Project and Program Management Experience

• Managed programs including $50M plus enterprise transformations

• Written hundreds if not thousands of paper based static status reports

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Portfolio Management

In many respects Portfolio and Program Management is the aggregation of project activity. Thus program and portfolios at the highest level constitute the combination of • All program and project risks • All issues • Changes • Milestones • General Status In many cases this “morass” of detailed activity is manually collected and analysed then compiled requiring significant effort.

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The many headed Hydra!

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Project

PPT Status report

Excel RAID Log (Risks/Actions/issues etc

MS Project Plan

Word documents – Charter etc

Timesheets (some other system!)

Other costs (eg hardware/software/expenses) – Accounting system

Your average medium size project

This can made worse if there are business and technology PMs as well!

A single source of truth that is viewed through many lenses…

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Example Case Study

A major program recently managed had 14 different sub projects in one program with 11 business PMs and 8 IT PMs.

There were weekly 22 PPT

project based slides created for status ! We were managing and

tracking 200 plus milestones a week. Integrated milestone tracking and dependency management becomes a major administrative task

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Minimizing Administration

Milestones

Risks

Manage at the project level

Continuously visible at the enterprise level

Decisions

Status reports

Deliverables Today there is typically significant duplication of effort by the PM and administrators gathering and processing the project micro level data

JIRA can be configured to manage anything!

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For IT projects especially

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You may not use any or all these tools but they are designed to support the entire ADLM from the ground up

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An integrated Tool Chain for IT

Milestones

Risks Decisions

Status reports

Deliverables

By harnessing data in addition across the tool chain portfolio management has a superior perspective

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JIRA Project Portfolio Management

• Create filters and dashboards that dynamically show status and project description

• Focus management attention on most urgent projects

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Drill into milestones across all projects – tackle most urgent items

Create your customized project lifecycle

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Markel Case Study

• Created project = an issue type

• Customised fields as required

• They gave this public case study of their tool this year at the user group meeting

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Markel Cont.,

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Filters are Great Ways to Review Portfolios

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The Blended Perspectives Value-Add

• We believe that status report is an issue type deserving its own rich set of features

• Complete set of available templates for managing projects that can be leveraged seamlessly for program management

– Issues – Risks – Status – Objectives – and many more

– Program and Portfolio architecture framework

– Incorporation of waterfall and agile methods

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Richer Status Reporting Approach

• Traffic light driven status management

• Status can be managed historically and rolled up by filters

• Workflow can govern an understanding of where the report sits – has it been reviewed and accepted?

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JIRA has native Portfolio Management anyway now… (of a kind)

• Yet it is a hybrid module that really supports resource planning

• It allows Epics to be grouped into initiatives

• It is a foundation though for more to come!

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Time and Cost Management

• Time is best entered against the work actually performed

• Therefore a task management system which is flexible such as JIRA is a logical place to record time (Tempo a JIRA add on - is the most successful add on in the market)

• Clients that want to manage Agile projects also ideally need to track time against the scope of a sprint to determine story point velocity

• Many clients want to determine the work actually done via JIRA which ends up as the source for time sheet entries in another tool

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Slay the Monster!

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How Likely Is it You will be heading towards Atlassian?

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Atlassian; A Leader in ADLM

• Gartner has defined this space as Application Development Lifecycle Management (ADLM)

• Key elements of an ADLM solution include:

– Software requirements definition and management

– Software change and configuration management

– Software project planning, with a current focus on agile planning

– Work item management

– Quality management, including defect management

• Atlassian has a significant cost advantage over the other market leaders!

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This graphic was published by Gartner, Inc. as part of a larger research document and should be evaluated in the context of the entire document. The Gartner document is available upon request from www.atlassian.com/gartner Gartner does not endorse any vendor, product or service depicted in its research publications, and does not advise technology users to select only those vendors with the highest ratings. Gartner research publications consist of the opinions of Gartner's research organization and should not be construed as statements of fact. Gartner disclaims all warranties, expressed or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

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Scale and Focus • 30,000 Customers across 134

countries • Funded $60M, on target for $1Bn

public offering

• Atlassian focuses on Application Lifecycle Management Toolchain: – Confluence, JIRA, Stash & Bamboo –

for “Concept to Launch” – Advancing the State of The Art of

Software Development

• And the Tools have broad

Application • Used in many industries, functions and

processes

Customers

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You will be joining a big crowd!

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Manage What Matters

• MWM is our approach to focusing in on the things that matter and well managing them!

• If you are managing a large group of projects capture them at the item or issue type level and track them however is needed

• JIRA can be configured exactly how you need to manage all the things that matter in a program or a portfolio!

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MORE MATERIAL

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Atlassian targets lifecycles

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1. Concept

2. Plan and Manage

3. (Software) Build

4. Launch

5. + Support

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“Concept to Launch”

5. Support

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Continuous Improvement: Concept to Launch… Service & Self-serve

Collaborate on Concepts

Manage Plans

Build It Launch It

This map of Atlassian products represents the spirit and intent of each offering – a number of the tools can be used across the complete lifecycle

Enable Self-Serve

Service Needs

= Software development (out of scope)

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Confluence: Discussing and Documenting

“Don’t hunt for emails.” Centrally store documentation in a Confluence Intranet. E.g. replace Word with wiki: collaborative edit, revision control, link pages, comment, share files

Socialize ideas: keep refining to gain consensus Hosts Blueprints, Gliffy, Canvas

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Confluence: Collaborate around Meetings, Notes and Content

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• Full Wiki knowledge base

• Integration with all other products

• End to end document management

• Enhanced features such as “questions” enabling users to ask not search

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Confluence Questions: Get content started efficiently

A Knowledge Base must meet user needs!

Without Confluence Questions (CQ): content writers have to figure out: what do people want?

Confluence Questions helps organizations to: • Identify Questions and Topics • Surface good answers • Showcases Experts and contributions • Gets answers fast Content Experts can mine the questions base

for topics, content, personas and structure. • Makes building content easier, cheaper, and

less wasteful.

CQ provides a structure in which a community can self-serve by asking and answering each other’s needs.

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JIRA: Prioritize & Share Visibility into Operations, Sales, etc.

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JIRA – “Manage What Matters” • Configurable to manage

anything; • Software development • ITIL Service models • Business Projects • Project and Program portfolios • Compliance and Regulatory • Anything including your wine

collection! Blended Perspectives has a customised set of best practices templates that you can use to turbo charge your projects

AGILE READY!!!

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Service Desk: Requests from Customers Resolve within Service Level Agreements

• Provide Service to External Users

• Via a Simplified User Interface

• Then Manage in JIRA

• With JIRA Metrics

• Deflect Service Tickets with Self Serve

• Happier Customers and better cost efficiencies.

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5. Support

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HipChat Messenger: Real-time Chat for everyone

• Every platform, including the web

• Chat history, searchable

• Smart previews of content

• HipChat Server

• Public Visitors, if required

• Now free! (Pro version available)

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Development Tools

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Create branches direct from JIRA into your code repository!

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Integration with GIT Repository

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From idea to code deployment – full lifecycle traceability!

Backwards link to confluence Trigger Branch in Stash