Fixing Project Portfolio Visibilit: How to Get Real-Time Insights for Better Decisions

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Fixing Project Portfolio Visibility
How to Get Real-Time Insights for Better Decisions

• Projects are often tracked in disconnected tools (Excel, emails, separate PM software).
• No single source of truth to view all projects across the portfolio.
Lack of Centralized Data & Tools
• Different departments use different reporting standards.
• Limited cross-team collaboration makes it hard to see the big picture.
Poor Communication & Siloed Teams
• No standardized KPIs to measure project success.
• Reports often contain outdated or inaccurate information.
Inconsistent Reporting & Metrics
• Heavy reliance on manual updates that are time-consuming and prone to errors.
• No real-time visibility into project progress, risks, and dependencies.
Manual & Inefficient Tracking Processes
• Lack of visibility into team workloads, leading to overallocation or underutilization.
• Difficulties in forecasting resource needs across multiple projects.
Resource Constraints & Capacity Issues
• Teams may resist new tools or processes.
• Leadership may not prioritize portfolio management improvements.
Resistance to Change & Lack of Executive Buy-in
• Inter-project dependencies are often overlooked, causing delays.
• Risks are not properly flagged and escalated.
Difficulty in Identifying Risks & Dependencies
• Lack of AI-driven or predictive analytics to anticipate issues before they escalate.
• Decisions are often reactive rather than proactive
No Real-Time or Predictive Insights
Challenges
Organizations often struggle with
gaining project portfolio visibility due
to several challenges, including:

• Leaders can make informed choices by having real-time insights into project progress,
resource allocation, and potential risks.
Improved Decision-Making
• Organizations can allocate resources effectively, avoiding bottlenecks or
underutilization.
Resource Optimization
• Visibility helps identify potential risks early, allowing for proactive mitigation
strategies.
Risk Management
• Ensures that projects align with business goals and priorities, maximizing overall
impact.
Strategic Alignment
• Teams across departments can stay informed, fostering coordination and reducing
silos.
Enhanced Collaboration
• Organizations can track performance metrics and hold teams accountable for project
outcomes.
Accountability and Performance Tracking
• With clear visibility, organizations can quickly adapt to changes, reprioritize projects,
or reallocate resources as needed.
Increased Agility
Why is this Important?
Project portfolio visibility is crucial for
organizations because it provides a clear
and comprehensive view of all ongoing
and planned projects, enabling better
decision-making and strategic
alignment. Here are some key reasons
why it matters:

Proliferation of Tools Across the Organization
Demand Management
Portfolio Management
Project Management
Time Management
Reporting & Analysis
PMO Marketing Finance
Application
Development
Operational
Excellence NPD Engineering

Agile Transformation Journey
Enterprise Agile Adaptive
Agile Portfolio Management Adaptive Portfolio Management Project Portfolio Management
Portfolio Management Transformation
• Strategic Themes, Portfolio Canvas
Value Stream, Lean Budgets and
Value Streams, Program Increment
Planning.
• All projects managed in Scrum Agile
approach and Agile Portfolio
Management.
• Create, Select, Prioritize,
Plan, Manage, Close.
• Majority of Projects in
Waterfall methodology and
Project Portfolio
Management
• Agile and Waterfall PPM
Governance Concepts and Tools.
• Neither approach dominate. Still
large set of projects managed in
Waterfall or Hybrid.

• Associate and align
• Aggregate and rollup
• Different methodologies
• Variety of tools
• Translate to common
metrics for leadership
Teams Execute How They Need To
Leadership Gets Visibility It Needs
Strategies/Objectives
Key Results
Portfolios
Programs
Initiative Initiative Initiative Initiative Initiative Initiative
Methodology
Tools
Teams
Leadership

Strategic Themes
Portfolios
Value Streams
Programs
Initiative Initiative Initiative Initiative Initiative Initiative
Methodology
Tools
• Associate and align
• Aggregate and rollup
• Different methodologies
• Variety of tools
• Translate to common
metrics for leadership
Teams
Leadership
• NPV
• IRR
• ROI
• Earned Value
• Utilization
• Milestones
• CPI
• SPI
• Cost Variance
• Burn Down
• Burn Up
• Velocity
• Cumulative
Flow Diagram
• WSJF
• Bug Trends
Consolidating and Translating
All Agile Teams

OnePlan Strategic Portfolio Management
A complete solution for the Enterprise
BUSINESS LEADERS
Solutions that define business goals and strategies,
as well as track progress at the levels of portfolios,
business capabilities, products and strategic
initiatives.
OKRs | VALUE STREAMS
FUNCTIONAL LEADERS
Solutions that can present the interrelated
perspectives, views and considerations needed to
make strategic decisions across the business.
ENTERPRISE ARCHITECTURE MANAGEMENT
APPLICATION PORTFOLIO MANAGEMENT
PRODUCT PORTFOLIO MANAGEMENT
EXECUTION LEADERS
Solutions that support the selection, planning and
execution of a variety of different Initiatives across
the organization
ADAPTIVE | PSA | AGILE | PRODUCT

• SOLUTION: Implement a Project Portfolio Management (PPM) tool.
• BENEFIT: Provides a single source of truth, consolidating all project data in one place.
Centralize Data & Use a Unified Tool
• SOLUTION: Standardize project reporting formats and encourage cross-team collaboration
using platforms like Microsoft Teams.
• BENEFIT: Ensures everyone has real-time access to project updates and avoids misalignment.
Improve Communication & Break Down Silos
• SOLUTION: Develop a standardized set of KPIs (e.g., project health, budget adherence, risk
level, resource allocation).
• BENEFIT: Ensures consistent reporting and better comparisons across projects.
Standardize Reporting & Define Key Metrics
• SOLUTION: Leverage real-time dashboards and automation tools to reduce manual work.
• BENEFIT: Saves time, reduces errors, and enables real-time decision-making.
Automate Tracking & Reporting
• SOLUTION: Use resource management tools to track workloads, availability, and capacity
planning.
• BENEFIT: Prevents over-allocation, ensures balanced workloads, and maximizes efficiency.
Optimize Resource Allocation
• SOLUTION: Show the ROI of portfolio visibility through incremental wins, pilot projects, and
case studies.
• BENEFIT: Encourages executive sponsorship, making PPM/SPM adoption a strategic priority.
Get Leadership Buy-In & Encourage a Cultural Shift
• SOLUTION: Use predictive analytics & risk dashboards to identify bottlenecks and
dependencies early.
• BENEFIT: Enables proactive problem-solving, reducing project failures.
Improve Risk & Dependency Management
• SOLUTION: Invest in AI-driven project analytics tools that can forecast delays, budget
overruns, and risks.
• BENEFIT: Helps organizations shift from reactive to proactive decision-making.
Implement AI & Predictive Insights
Recommendations
To overcome challenges in gaining
project portfolio visibility, organizations
can implement the following strategies:

Tiers of Portfolio and Work Management
EPMO
PMO
Project Teams
Strategic Portfolio Management
(SPM)
Project Portfolio Management
(PPM)
Collaborative Work
Management
(CWM)
Sharing tasks and
work collaboratively
Portfolios,
governance and
project execution
Strategic alignment
and orchestration
enterprise-wide
Supports all tiers and hybrids – with or without other solutions/tools

A Single Platform for Portfolio Leaders Across the Organization
The Right Balance of Governance with Flexibility
Dept Dept
Business
Unit
IT PMO
Enterprise
Portfolio & Governance Standards
Flexibility
• Ensures consistent policies, processes,
and oversight aligned with corporate
strategy
Uniform Governance (standardized)
• Specific requirements for each Dept/BU
• Views, workflows, and forms for unique
team needs
Specific Portfolio Areas
• Combine shared top-level hierarchy with
domain-specific filters or views
• Enables both standardization and
customization
Hybrid Areas

Portfolio Managers
Resource Planning
Financial Planning
Work Plan
Visualizations
Dashboards
Status Reports
Plan Managers
Agile Plan
Ideation / Requests
Artificial Intelligence – Sofia GPT
Strategy
Timesheets
My Work
Stakeholders
Team Members
Executives
Portfolio Planning
Planning
Do the right work Do the work right
Resource Negotiation
Resource Managers
Enterprise Architecture
Execution Analysis
What-if Scenario Modeling
• Products
• Services
• Applications
Capacity Planning
Issues Risks Changes
• Business Value
• Benefits
Realization
OKRs

Software
Development
Ideation
Professional
Services
Financial
Management
Work
Management
Service
Management
Private Cloud Connector
OnePlan Integrations
Dynamics 365
Dynamics 365
Dynamics 365
Strategy
Enterprise
Architecture
Viva Goals
• Pre-built connectors
• Data / field mapping
• Business rules
• Workflows
• Scheduling
• Logging
• Extensible and Flexible

Consistent Status and Reporting
Project Status Reports
Dashboards & Analytics

Program Financials Project Financials
Analytics & Reporting at a Variety of Levels
Portfolio Financials

Say Hello to OnePlan’s ‘Sofia GPT’
A Game-Changer for Strategic Portfolio Management
Data Integration:
Accesses data from both OpenAI's extensive network and
OnePlan's own resources.
AI-Driven Collaboration
Sofia GPT, an advanced Azure OpenAI module, is tailored to
transform strategic portfolio and work management.
Intuitive Interaction:
Understands natural language and provides real-time responses,
enhancing strategic planning and decision-making efficiency.
Automation Powerhouse:
Simplifies tasks like data entry, information retrieval,
communication, estimation, anomaly detection, and more.

Sofia GPT Always Available in OnePlan

As a Platform
Robust infrastructure & security
Pre-built solutions
Configure build your own without
custom development
OnePlan connector platform,
partnerships with other
connector platforms, and APIs
available
Workflows and notifications for
process automation
Dashboards & reports in
OnePlan, Power BI, or your
solution of choice
AI assistant built in and available
throughout the solution
Platform
Security
AI
Sofia GPT
Pre-Built
Solutions
Integrations
Workflows &
Automation
Dashboards &
Reporting
Build Other
Solutions
Microsoft
Cloud

Sample Use Cases for AI in Portfolio Management
OnePlan's Sofia GPT helps
organizations make data-
driven decisions and
forecast outcomes.
Strategic
Planning
Work
Management
organizations balance
their portfolio of projects
to maximize value.
Resource
Allocation
organizations manage
resources, tasks, and
timelines more efficiently.
Investment
Forecasting
organizations identify and
mitigate potential risks to
their projects and
portfolios.
Risk
Assessment
organizations optimize
resource allocation across
projects and teams.
Portfolio
Optimization
organizations manage
project costs, budgets,
and forecasts.

➢ Increased Productivity: Sofia GPT's AI-based strategic planning tools can help to increase
productivity by streamlining the OKR development process, reducing manual input, and
automating routine tasks.
➢ Improved Alignment: Sofia GPT can help to align organizational objectives with individual
and team OKRs. By analyzing business performance metrics and identifying areas for
improvement, Sofia GPT can inform the development of OKRs and ensure alignment with
overall organizational objectives.
➢ Data-Driven Decision Making: Sofia GPT can analyze OKRs and related data to identify
patterns, opportunities, and potential risks. It can use predictive analytics to forecast OKR
outcomes and identify potential roadblocks. This can help stakeholders make data-driven
decisions to achieve their strategic goals.
➢ Optimization: Sofia GPT can analyze OKRs and provide recommendations to optimize
outcomes. By recommending adjustments to OKRs, resource allocations, and other
factors, Sofia GPT can maximize OKR success and improve business outcomes.
AI-Driven Strategic Planning with OnePlan

Analyze data to identify patterns, opportunities, and potential risks

AI-enabled Portfolio Optimization with OnePlan
➢ Data analysis: OnePlan's Sofia GPT can analyze data related to a company's project
portfolio, including project goals, resources, timelines, budgets, and risks. This analysis can
help identify patterns and trends that can inform decision-making around project selection
and prioritization.
➢ Prediction and forecasting: By analyzing OnePlan data, OnePlan's Sofia GPT can make
predictions and forecasts about the likely outcomes of different project scenarios. This can
help decision-makers anticipate potential problems or opportunities and make more
informed decisions about project prioritization.
➢ Risk assessment: OnePlan's Sofia GPT can help assess the risk associated with different
projects in a portfolio, including the likelihood of project delays, cost overruns, and other
potential issues. This information can help inform project prioritization and resource
allocation decisions.
➢ Portfolio Optimization: OnePlan's Sofia GPT can use optimization algorithms to identify
the best combination of projects to include in a portfolio based on various criteria, such as
business goals, resource availability, and risk tolerance.

Provide a summary of the portfolio data

Budget and Plan Optimization - Intake Lead – Select Projects based on criteria

AI-enabled Work Management with OnePlan
➢ Work plan creation: OnePlan's Sofia GPT can help create and manage work templates for
common types of work, such as project planning, marketing campaigns, or software
development. These templates can be customized based on the specific needs of a
project, and they can be used to standardize workflows, reduce errors, and improve
efficiency.
➢ Schedule risk assessment: OnePlan's Sofia GPT can help teams assess the risk associated
with individual tasks and projects by analyzing data related to past performance, resource
availability, and other factors that can impact project success. By identifying and
mitigating risks early on, teams can improve the likelihood of project success and avoid
potential delays or failures.
➢ Schedule optimization: OnePlan's Sofia GPT can help teams optimize project schedules by
analyzing data related to resource availability, task dependencies, and project goals. By
identifying the most efficient and effective schedule, teams can reduce delays and
improve overall project outcomes.

Creating and Detailing a New Project

AI-enabled Risk Identification & Mitigation with OnePlan
➢ Identifying and categorizing risks: Sofia GPT can analyze large volumes of data and
identify potential risks that may affect an organization. It can also categorize the risks
based on severity, likelihood of occurrence, and potential impact on the organization.
➢ Predicting future risks: Sofia GPT can analyze historical data and use machine learning
algorithms to predict future risks that may arise. This can help organizations take
preventive measures and prepare for potential risks.
➢ Recommending mitigation strategies: Based on the identified risks, Sofia GPT can
recommend mitigation strategies that can help organizations reduce the likelihood or
impact of the risks. These strategies can be customized based on the specific needs and
characteristics of the organization.

Identify potential risks and how to mitigate them

AI-enabled Resource Capacity Planning with OnePlan
➢ Resource Allocation: Sofia GPT can help organizations optimize resource allocation by
analyzing the current resource usage patterns and predicting future demand. This can help
organizations to allocate resources more efficiently and avoid over/underutilization of
resources.
➢ Capacity Planning: Sofia GPT can help organizations to plan for future capacity requirements
by analyzing historical usage data and predicting future demand. This can help organizations
to make informed decisions about when to add or remove resources to meet changing
business needs.
➢ Resource Optimization: Sofia GPT can be used to optimize resource utilization by identifying
opportunities to reduce waste, improve efficiency, and increase productivity. This can help
organizations to reduce costs and improve their overall performance.
➢ Predictive Talent Acquisition: Sofia GPT can analyze OnePlan data to predict future hiring
needs based on trends and patterns. This can help businesses plan their talent acquisition
strategy and identify the right candidates for their organization

Provide a sample Resource Plan by hours and month for this plan

What resources do I need to hire?

AI-powered Investment Forecasting and Predictive Analytics
➢ Predicting and forecasting costs: Sofia GPT can analyze OnePlan financial data, identify
patterns, and predict future costs. This can help businesses plan their budgets more
accurately and avoid unexpected expenses.
➢ Optimizing spending: Sofia GPT can analyze spending patterns and identify areas where
costs can be reduced or optimized. This can help businesses make more informed
decisions about where to allocate their resources.
➢ Providing real-time insights: Sofia GPT can provide real-time insights into financial data,
allowing businesses to make more informed decisions quickly. This can help businesses
respond to changes in the market or in their own financial situation more effectively.

What are the key insights and trends that can be inferred from the financial data?

Help me write a project summary email to my manager

Summary
• Portfolio visibility is a critical need in organizations, and
many have challenges in achieving it
• Tool proliferation is a challenge in many organizations
• A variety of methodologies and frameworks are in use
• Consolidating and translating data can be a manual
and labor-intensive effort
• Manual report creation and formatting for different
levels of audience every reporting cycle
• Automation delivers significant labor savings
• Efforts can be redirected to high-value activities
• More timely information for decision support
• Comprehensive reports including all dimensions and
levels of project and portfolio information
• Consistent report formats for easy interpretation and
comparison

- Global PPM Leader for 5 Consecutive Years
Consistently Recognized as a Market Leader
OnePlan cited as a top vendor in
“Determine the Future of Microsoft
Project in Your Organization”
Strategy and Innovation
2023 & 2024 Peer Insights
“Voice of the Customer”
Strong Performer
in The Forrester Wave

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Jim Patterson
jpatterson@oneplan.ai
Thank You!!
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Fixing Project Portfolio Visibilit: How to Get Real-Time Insights for Better Decisions

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Fixing Project Portfolio Visibilit: How to Get Real-Time Insights for Better Decisions