Evaluation Checklist For PM Tools
Uploaded by
kosarajuEvaluation Checklist For PM Tools
Uploaded by
kosarajuProject Portfolio Management Tool Evaluation Aid
Criteria Category 1:
Database Management and Other General Considerations
OpenAir Score Total
1 4 0 0 0 0 0 0 0 0 0 0 0 0 0
Data Management
1 2 3 4 5 6 7 8 9 Easy to create, change, delete, and view projects and project data. Accommodates all project types and project information Supports entry of annotative comments and appending documents, images, and links for project documentation Accommodates hundreds/thousands of projects Supports data import from your existing systems and databases (e.g., planning, financial systems) Supports data export to your existing systems and databases Supports dependency links among projects Provides data cut-and-paste, project cloning, and data roll-over Provides completeness/error checks and data warnings
Weight
E
10 Allows multiple portfolios and portfolio hierarchies (parent-child links) 11 Allows dynamic portfolios (portfolios defined based on latest project data)
12 Provides search, filter, and sort 13 Provides data archiving 14 Provides statistical analysis of historical data (e.g., trend analysis)
Governance and Security
15 Accommodates hundreds/thousands of users 16 Provides security (encryption), controlled access and change privileges, and audit trail (who changed what when)
Weight
Tool # 1 Score Total
0 0 0
17 Provides PPM workflow guidance, status, and progress reporting
Displays and Reporting
Able to slice, dice, and aggregate data with ability to load and change aggregation hierarchies Easy to generate useful, understandable, schedulable displays and 19 reports 18
Weight
Tool # 1 Score Total
0 0
19
Easy to generate useful, understandable, schedulable displays and reports
0 0 0 0 0
20 Provides dashboard views plus ability to drill down 21 Allows users to configure/customize/format views, graphs, and reports 22 Provides document management (document storage, read, save-as, check-in, check-out, version control, history, etc.)
23 Supports multiple languages and currencies
Communication and Collaboration
Supports mass communication and notification (via home page "bulletin board, mass emails, etc.) Provides targeted communication and notification (selective, rule-based 25 notifications via email) Supports real-time group communication (e.g., on-line chats, discussion 26 forums, instant messaging) 24
Weight
Tool # 1 Score Total
0 0 0
Help and Training
27 Tool delivered with training for installation and operation 28 Tool incorporates help features (e.g., mouse roll-over, documentation, educational videos, on-line training)
Weight
Tool # 1 Score Total
0 0
Delivery
Provides desired delivery platform (on-demand service, desktop installation, web-based, etc.) Supports your server and workstation operating systems and database 30 environment 29
Weight
Tool # 1 Score Total
0 0
Vendor
31 Vendor has expertise (in PPM, your industry, etc.) 32 Vendor can be counted on to provide on-going support (maintenance, enhancements, warranties, escrow policy, etc.)
Weight
Tool # 1 Score Total
0 0 4
Totals (this category):
Totals (all categories):
Tool # 2 Score Total
X 0 0 0 0 0 0 0 0 0 0 0 0 0
Tool # 3 Score Total
X 0 0 0 0 0 0 0 0 0 0 0 0 0
Tool # 4 Score Total
X 0 0 0 0 0 0 0 0 0 0 0 0 0
Tool # 5 Score Total
X 0 0 0 0 0 0 0 0 0 0 0 0 0
Tool # 2 Score Total
0 0 0
Tool # 3 Score Total
0 0 0
Tool # 4 Score Total
0 0 0
Tool # 5 Score Total
0 0 0
Tool # 2 Score Total
0 0
Tool # 3 Score Total
0 0
Tool # 4 Score Total
0 0
Tool # 5 Score Total
0 0
0 0 0 0 0
0 0 0 0 0
0 0 0 0 0
0 0 0 0 0
Tool # 2 Score Total
0 0 0
Tool # 3 Score Total
0 0 0
Tool # 4 Score Total
0 0 0
Tool # 5 Score Total
0 0 0
Tool # 2 Score Total
0 0
Tool # 3 Score Total
0 0
Tool # 4 Score Total
0 0
Tool # 5 Score Total
0 0
Tool # 2 Score Total
0 0
Tool # 3 Score Total
0 0
Tool # 4 Score Total
0 0
Tool # 5 Score Total
0 0
Tool # 2 Score Total
0 0 Reject
Tool # 3 Score Total
0 0 Reject
Tool # 4 Score Total
0 0 Reject
Tool # 5 Score Total
0 0 Reject
Reject
Reject
Reject
Reject
Project Portfolio Management Tool Evaluation Aid
Criteria Category 2:
Project Evaluation and Portfolio Optimization
Tool # 1 Score Total
0 0 0 0 0
Decision Aid
1 2 3 4 5 Evaluates real project choices (e.g., choice among alternative project versions, do project now vs. do next year) Accommodates mandated projects (including requirement that at least one project version be funded) Accounts for choice dependencies (e.g., project B may be selected only if version 2 of project A is selected) Able to evaluate alternative spending levels for pooled projects (e.g., what fraction of similar tasks to complete) Able to evaluate and optimize multi-year plans and scenarios
Weight
Financial Analysis 6
7 Allows business-case cash-flow analysis over project/asset life-cycle with summary metrics (e.g., NPV, IRR, payback period) Supports after-tax financial analysis, including forecasting using pro forma statements
Weight
Tool # 1 Score Total
0 0
Risk Analysis
8 9 Quantifies project risk Quantifies project deferral risk (risks if the project is not conducted)
Weight
Tool # 1 Score Total
0 0 0
10 Supports evaluation of risk-reward tradeoffs
Project Evaluation
11 Provides "out of box" project evaluation metrics 12 Supports customizable/user-defined metrics, scales, models, logic Able to support sophisticated computations/simulations (more than rateand-weight scoring) Able to address non-financial project benefits (e.g., impacts on 14 corporate image, service quality, learning, safety) Able to capture and model alignment with strategy and/or strategic 15 objectives Able to provide/utilize default data/uncertainty ranges & turn off 16 measures if data is unavailable or too time-consuming to acquire 13
Tool # 1 Score Total
0 0 0 0 0 0
Project Valuation
Weight
Tool # 1
Project Valuation
Able to quantify project value in dollar units (to allow direct comparison 17 with project cost) Value estimation based on comparing doing vs. not doing project (not 18 doing project can produce negative value) Able to adjust project value based on risk and risk tolerance (risk19 adjusted project value)
Weight
Score
Total
0 0 0
Prioritization and Portfolio Optimization
Provides quantitative (cardinal) measure of project priority (not just project rank) Able to account for project urgency as well as cost and value when 21 computing priorities 20 22 Able to compute and display the efficient frontier of portfolios 23 Provides true portfolio optimization (solves "knapsack" problem) 24 Allows multiple constraints (e.g., multi-year costs, separate constraints for different org. units, resource constraints) Able to optimize/re-optimize portfolios with some projects being "forced in" Displays individual sources of project and portfolio value (e.g., financial, customer service, safety) Selects project versions based on budget (e.g., lower-cost project version may be optimal under tighter budget constraint) Supports tiered/staged portfolio optimization (to allow business unit priorities to be optimized/finalized prior to enterprise optimization)
Weight
Tool # 1 Score Total
0 0 0 0 0 0 0 0 0 0 0 0 0
25
26 27 28
29 Allows setting performance goals/targets for a subset of portfolios 30 Provides "sand box analysis" (local data entry/analysis prior to saving to central database)
31 Able to provides real-time feedback to users on impact of project inputs 32 Provides mechanisms for preventing/minimizing input "gaming" Totals (this category):
Totals (all categories):
Tool # 2 Score Total
0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0
Tool # 2 Score Total
0 0
Tool # 3 Score Total
0 0
Tool # 4 Score Total
0 0
Tool # 5 Score Total
0 0
Tool # 2 Score Total
0 0 0
Tool # 3 Score Total
0 0 0
Tool # 4 Score Total
0 0 0
Tool # 5 Score Total
0 0 0
Tool # 2 Score Total
0 0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0 0
Tool # 2
Tool # 3
Tool # 4
Tool # 5
Score
Total
0 0 0
Score
Total
0 0 0
Score
Total
0 0 0
Score
Total
0 0 0
Tool # 2 Score Total
0 0 0 0 0 0 0 0 0 0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0 0 0 0 0 0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0 0 0 0 0 0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0 0 0 0 0 0 0 0 0 0
Reject
Reject
Reject
Reject
Project Portfolio Management Tool Evaluation Aid
Criteria Category 3:
Project Planning and Project Management
Tool # 1 Score Total
0 0 0 0 0 0 2 3 1 1 2 3
Project Planning
1 2 3 4 5 6 7 8 Supports workplan development (via templates, etc.), controls plan creation/modification/deletion, and provides plan storage Provides project baseline tracking, version control, audit trail, and plan history Allows linking mult--level project and task plans Able to compute total project costs (e.g., via labor hours, rates, burden, materials and other expenses) Allows defining projct-specific phases, gating processes, and milestones Supports timing and scheduling (e.g., via Gantt charts and Pert charts Provide compliance-based processes (e.g., PMBOK, SDLC, ISO 9000, Sarbanes-Oxley, CMMI) Supports project risk assessment and risk mitigation planning
Weight
3 3
Workflow Management
Supports workflow management (generates individual task lists, reports status, routes action notifications, supports approvals, etc.) Provides template library for project tasks (charter, issues log, request 10 forms, etc.) with ability to add, modify & save templates 9 11 Provides meeting schedule with automated invites Supports issue tracking and management (e.g., issue definition, assigning to issue owners, converting issues to tasks) Provides change management (change reporting, approvals, change 13 impact analysis) Povides analytics and project trade-offs for supporting task level 14 decisions Provides analytics/models for project performance assessment, benefits 15 measurement, and value realization management 12
Weight
Tool # 1 Score Total
0 0 0 0 0 0 0
Project Data and Status Reporting
Able to manually/auto load and selectively change project data (start/end dates, units of work requied, etc.) Able to capture, compute, and report real-time actuals (e.g., costs, 17 effort, and shedule status) Able to aggregate cost, effort, and schedule data across pojects (e.g., 18 Gantt dta roll-up) Able to calculate performance ratios manually or automatically at 19 secified points in time or at project milestones 16
Weight
Tool # 1 Score Total
0 0 0 0
19
Able to calculate performance ratios manually or automatically at secified points in time or at project milestones
0 0 0 0 0 0
20 Provides dashboard view of status of all projects with ability to drill down Computes/displays estimates of remaining work (hours to completion, percent of wok completed, end-date forecasting, etc.) Provides comparison of acutal vs. planned progress with variance 22 analysis, alerts, and rule-based notification Supports project reporting/forecasting according to government 23 contracting requirements (e.g., earned value analysis - EVA) 21 24 Supports risk monitoring and on-going multi-project risk management
Support for Accounting, Accual, Payroll, Billing, Etc.
Able to use project status and project forecasts to update financial budget forecasts Able to capture and transmit project costs, expenses, commitments, etc. 26 for accounting. Suppot preparation and generation fo wok oders for project and 27 accounting system integration 25 28 Supports payroll and billing (e.g., expense reporting)
Weight
Tool # 1 Score Total
0 0 0 0
Project Close Out and Knowledge Management
29 Supports verification of project deliverable acceptance criteria 30 Provides project outcome performance monitoring/reporting (e.g., project payback, benefits tracking)
Weight
Tool # 1 Score Total
0 0 0 0 5
31 Supports post-implementation reviews and lessons learned 32 Supports project management knowledge database for storage and mining Totals (this category):
Totals (all categories):
Tool # 2 Score Total
0 0 0 0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0 0 0 0
Tool # 2 Score Total
1 1 1 1 1 1 1 0 0 0 0 0 0 0
Tool # 3 Score Total
1 1 1 1 1 1 1 0 0 0 0 0 0 0
Tool # 4 Score Total
1 1 1 1 1 1 1 0 0 0 0 0 0 0
Tool # 5 Score Total
1 1 1 1 1 1 1 0 0 0 0 0 0 0
Tool # 2 Score Total
0 0 0 0
Tool # 3 Score Total
0 0 0 0
Tool # 4 Score Total
0 0 0 0
Tool # 5 Score Total
0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
0 0 0 0 0 0
Tool # 2 Score Total
0 0 0 0
Tool # 3 Score Total
0 0 0 0
Tool # 4 Score Total
0 0 0 0
Tool # 5 Score Total
0 0 0 0
Tool # 2 Score Total
0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0
Reject
Reject
Reject
Reject
Project Portfolio Management Tool Evaluation Aid
Criteria Category 4:
Resource Management and Supply Demand Balancing
Tool # 1 Score Total
0 0 0 0 0 0 0 0
Resource Management
1 2 3 4 5 6 7 8 Captures all people resource categories and allows segmentation based on geography, organizationl unit, resource pool, etc. Captures necessary information for characterizing individual resources (e.g., skills, certifications, education, rates, interests) Provides dashboard view with drill down to individual resource availability (eg., by time, skill, location, assignments) Tracks evolution and development of individual resources (e.g., experiences, skill growth) Includes non-human resources (normal, consumable, perishable) for non-human resource management Supports resource queries (e.g., chargeable/non-chargeable hours) Provides automated, rule-based routing of updates regarding individual resources (e.g., change in availability, rate) Supports obtaining time-to-complete estimates directly from individuals (which may provide more accurate availability estimates)
Weight
Demand Management
9 10 11 12 13 Allows specifying resource demand categories (e.g.,projects, organization units, applications) Supports formal resource request system (preparation of requests, aggregate views by demand categories and over time, etc.) Reports resource request and application status per your demand management workflow process Able to schedule requests based on priority, date, contribution, or other criteria Provides statistical analysis of requests (e.g., trend analysis of request types, resonse times, escalations)
Weight
Tool # 1 Score Total
0 0 0 0 0
Resource Assignment
14 15 16 17 18 19 Supports top-down resource assignment (e.g., provides search and sort based on roll, skill, location) Supports bottom-up resource assignment (e.g., by allowing individuals to review and select from availability assignments) Supports time-phased resource booking to projects (by manually loading resource assignments). Support resource booking to organizational requests (for subsequent assignment to projects) Includes operational and administrative resource assignment (in addition to project resource assignment) Provides automated resource assignment (based on availability and user defined criteria)
Weight
Tool # 1 Score Total
0 0 0 0 0 0
19
Provides automated resource assignment (based on availability and user defined criteria)
0 0 0 0 0 0 0
20 Provides scheduling engine for assigning and scheduling resources 21 Allows viewing resource assignments by individual and project 22 Allows manual changes to resource assignments for individual projects after project initiation
23 Supports approval processes for the assignment of resources 24 Synchronization of availability schedules with personal calendars (to incorporte non-project commitments, planned absences)
25 Supports non-human resource allocation management
Supply-Demand
26 Summarizes utilization levels by resource category and over time Compares resource supply-demand by resource category, identifies gaps, bottlenecks, and over-allocated resources Provides analytics to support planning for acquiring additional 28 internal/external resources 27
Weight
Tool # 1 Score Total
0 0 0
Time Tracking
29 Exports project data to timesheet systems (e.g., ability to load time sheet with allocated activities)
Weight
Tool # 1 Score Total
0 0 0 0
30 Includes employee timesheet system 31 Includes electronic time clock 32 Exports accepted time data to payroll and billing systems Totals (this category):
Totals (all categories):
Tool # 2 Score Total
0 0 0 0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0 0 0 0
Tool # 2 Score Total
0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0
Tool # 2 Score Total
0 0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
0 0 0 0 0 0 0
Tool # 2 Score Total
0 0 0
Tool # 3 Score Total
0 0 0
Tool # 4 Score Total
0 0 0
Tool # 5 Score Total
0 0 0
Tool # 2 Score Total
0 0 0 0 0
Tool # 3 Score Total
0 0 0 0 0
Tool # 4 Score Total
0 0 0 0 0
Tool # 5 Score Total
0 0 0 0 0
Reject
Reject
Reject
Reject
