Mastering Hybrid Work Management with AI - Unifying Teams, Tools and Processes - Webinar 20Feb25.pdf

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Mastering Hybrid Work Management with AI
Unifying Teams, Tools, and Processes

Different Execution Methodologies
Agile
Waterfall
Hybrid
• Agile continues to grow
• Waterfall is still widely used
• Agile variants
• Hybrid methodologies
• Personalized, cherry-picked
versions

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

Information Silos Breed Increased Costs and Inefficiencies
 Poor alignment and collaboration between
participating functional areas
 No single source of truth and lack of overall visibility
 Manual mash-ups of data from multiple tools and
data sources
 Manual report creation, formatting and updating
 Duplication of efforts and data entry is time
consuming, wasteful and prone to errors
 Disconnected information difficult to remain accurate
and current across the board
 Chasing team members for timely/complete status
and updates
 Comprehensive resource planning typically is its own
separate data silo that is disconnected

Agile Transformation Journey
Enterprise Agile Adaptive
Agile Portfolio Management Adaptive Portfolio Management Project Portfolio Management
Portfolio Management is Evolving
• 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

Adaptive
PPM
Solution
Transparency and
insights for better,
faster business
decisions
Quick
adjustments to
shifting business
priorities and
market changes
Balance
investments and
resources with
demand to
optimize business
value
Support teams
that use a variety
of tools and
execution
methods
Automated
consolidation of
information from
a variety of
sources
Provide a single
source of truth
Elements of Hybrid/Adaptive PPM
Project
Portfolio
Program
Portfolio
Product
Portfolio
IT Service
Portfolio
Professional
Services
Portfolio
Application
Portfolio

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

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

Project
Management
Office
Innovation/
Transformation
Sales &
Marketing
Information
Technology
Professional
Services
App/Product
Development Operations
Enterprise-wide and Cross-Functional Efforts
PMOs use
OnePlan solutions
to manage the
organization's
portfolios of
projects and
ensure that
resources are
being used
effectively to
achieve the
organization's
strategic goals and
objectives.
Transformation
departments use
OnePlan as a tool
to help them
prioritize and
manage the
various projects
and initiatives that
they undertake as
part of a broader
transformation
effort.
IT departments
use OnePlan
solutions to
manage their
portfolios of
technology
projects and
ensure that
resources are
being used
effectively to
achieve their goals
and objectives.
App/Product
Development
departments use
OnePlan solutions
to effectively
manage the
development of
new applications &
products and
ensure that
resources are
allocated
appropriately to
maximize value
Professional
Services
departments use
OnePlan solutions
to optimize their
project and
resource
portfolios, align
them with their
strategic
objectives, and
maximize the
value of their
services.
Sales & Marketing
departments use
OnePlan to
manage various
marketing
campaigns and
initiatives, such as
product launches,
advertising, and
events.
Operations
departments use
OnePlan solutions to
manage their
portfolios of
initiatives and
investments related
to improving
operational efficiency
and ensuring that
resources are being
used effectively.

ONEPLAN PROVIDES PRECONFIGURED SOLUTIONS IN THE MICROSOFT CLOUD
Preconfigured Solutions
Planner
(Basic & Premium)
Project Professional

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

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

OnePlan Enables 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

Order Processing 2.0 Program
Grow Revenue
15%
Application
Order System
Implement 5 new
partners
Grow online
ordering to 20% of
all transactions
Current Market
growth of 10%
Online ordering
system
enhancements
EPIC
IT
Incentive campaign
to drive online
ordering
EPIC
Marketing
Automated Picking
System
Implementation
Waterfall
IT
Capability
Order Processing
Objectives Key Results
Initiatives
Application
Picking System
Enterprise Architecture
Enhance Implement
The Need for Alignment

Objective Runway
Project Runway
OnePlan Visualizer

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

Use Cases for AI in Strategic Portfolio Management
Create relevant information, such as project
details, schedules, and budgets.
Augmented
Data Entry
Communication
Automation
Underperforming
Investments
Resource
Estimation
Automated
Information
Retrieval
Reduce the time and effort required for
manual data entry.
Project Manager
Portfolio Manager
PMO Leads
Resource Manager
Strategy Planning Leads
Analyze SPM data, such as project
schedules, resource allocation, and
financials, to identify relevant information.
analysis and synthesis.
Project Manager
Portfolio Manager
PMO Leads
Resource Manager
Automatically communicated to
stakeholders, reducing the need for manual
communication.
generating communication.
Project Manager
Portfolio Manager
PMO Leads
Estimate the resources required for a
project, reducing the risk of over- or under-
staffing.
resource analysis and estimation.
Resource Manager
Project Manager
Portfolio Manager
PMO Leads
Scrutinize project-related information and
pinpoint any projects that are falling short
of their objectives or are exceeding their
budget.
Complement decision-making
processes about whether to proceed
with the project or terminate it.
Portfolio Manager
PMO Leads
Use Case Description Benefit Role

Use Cases for AI in Strategic Portfolio Management
Identify recurring patterns and trends,
which can facilitate precise forecasting.
Forecast
Completion and
Spending
Risk Identification
Data Anomalies
Defect Reduction
Budget and Plan
Optimization
Efficiently allocate their resources and
manage their budgets effectively
Project Manager
Portfolio Manager
PMO Leads
Analyze project data to identify areas where
budgets can be optimized, such as through
resource allocation or process
improvements.
Complement decision making on where to
allocate resources
Project Manager
Portfolio Manager
PMO Leads
Resource Manager
Identify potential risks, such as schedule
delays or budget overruns.
Mitigate risks before they become major
impacts to an initiative.
Project Manager
Portfolio Manager
PMO Leads
Scrutinize project data to pinpoint the areas
where defects are most likely to transpire
Mitigate risk of defects. Propose
improvements.
Project Manager
Portfolio Manager
PMO Leads
Analyze portfolio data to identify patterns
or outliers that may indicate errors or
anomalies.
Identify and correct data issues to improve
PPM Governance.
Portfolio Manager
PMO Leads
Use Case Description Benefit Role

Common Project Manager Tasks
Illustrative Weekly Time Savings per Project
PM task (per project) Human task Weekly time AI assistance
Weekly time
with AI
assistance
Time savings
Schedule creation and
management
Creating and maintaining a project
schedule
3 hrs. Generates and alters schedule
based on inputs
30 mins. 2 hrs. 30 mins.
Status reporting Creating status reports and
summaries
1 hr. Generates status report based
on information
15 mins. 45 mins.
Meeting Management Scheduling and summarizing
meetings
1 hr. Schedules and summarizes
meetings
15 mins. 45 mins.
Productivity evaluation Determining team productivity and
possible areas of efficiency gains
2 hr. Identifies and recommends
actions for bottlenecks
30 mins. 1 hr. 30 mins.
Resource allocation Assigning and updating project
resources to tasks
2 hr. Recommends assignments
based on skills and prior work
Budget management Reviewing spend and
recommending actions to stay on
budget
30 mins. Generates recommendations to
stay on track
15 mins. 15 mins.
Risk management Identifying and managing risks 2 hrs. Identifies recommendations for
risk management
TOTAL 11 hrs. 30 mins. 2 hrs. 45 mins. 8 hrs. 45 mins.

Sample Use Cases for Sofia GPT
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

Provide a list of viable OKRs for an Enterprise PMO

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.

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

• Different work methodologies and proliferation of tools breeds
silos and inefficiencies
• Strategic alignment has become increasingly important in today’s
business environment
• Increased complexity, and the fast pace of change requires
enhanced methods and approaches
• Transformation efforts drive increasing need for effective cross-
functional and enterprise-wide orchestration
• AI has many applications in Portfolio Management and can greatly
augment our human efforts
• OnePlan provides flexible end-to-end Portfolio and Work
Management in the Microsoft Cloud
• From a bottom-up standpoint, OnePlan connects to existing Work
Management tools to provide the overarching governance needed
• The use of AI provides valuable assistance and insights to our
efforts, and Sofia GPT provides AI-enabled capabilities in OnePlan
Summary

- 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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Contact Us
contact@oneplan.ai
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Jim Patterson
jpatterson@oneplan.ai
Thank You!!
The Power of One

Mastering Hybrid Work Management with AI - Unifying Teams, Tools and Processes - Webinar 20Feb25.pdf

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