Implementing Project Portfolio Management (PPM) software can be challenging with so much to keep track of: stakeholders, alignment, progress, requirements and changes; but this doesn’t have to be the case. Selecting the right PPM software is a big decision for any organisation, and by choosing Project Portfolio Office (PPO) you are already off to a good start.

We want you to be successful at achieving the full business benefit and exceeding expected value, because your success is our success. So, we would like to start the process for you by dispelling the top five myths around the implementation of PPO.

Myth 1: PPO is a complex system; therefore the implementation must be complex

Many believe that starting with a small implementation, with the intention to grow it later, will make the rollout easier. This is simply not the case. The first step is to understand the end goal and actively work towards achieving it, instead of concentrating on interim goals. The implementation of PPO must itself be run as a project and should follow the typical project management processes within your organisation. A simple, straightforward plan can ensure the implementation is not a complicated and overwhelming effort. Defining your objectives, working with stakeholders to finalise requirements, soliciting feedback from stakeholders, and conducting a formal close out to assess if the scope has been delivered and objectives met, are all key activities that form part of the recipe for success.

Myth 2: A small number of licences means less planning and implementation effort us required

Just as a good chef knows there are many recipes for a delicious dish, a good chef also knows that the ingredients and the ordered process of cooking make all the difference, no matter which recipe is chosen. So, no matter how many users there are, the planning and implementation require the same amount of effort. This will also ensure that needs for the future use of the tool is met.

Myth 3: Users should not be included in the implementation

History proves that a small, core team representing those primarily involved in executing the activities should participate in the planning and execution phases of the implementation; but this doesn’t mean that other stakeholders should not participate in review and validation activities. A limited team will deliver a restricted perspective of the tool, which unlikely to lead to widespread acceptance. Senior management should be very visible to the implementation team and considered a part of the extended team when possible. Lack of support at a senior level is a red flag for possible threats, such as an abandoned implementation, adoption failure, unrealised value, and a system detached from the strategic goals of the organisation.

Myth 4: A successful implementation can only be led by the vendor

Although we, as the vendor, have a vast amount of experience in implementing PPO, it’s more beneficial for the organisation if the implementation is managed internally, as it provides a great opportunity to gain a better understanding of how to fully operationalise the tool. The best case scenario for us is to provide expertise on how to meet the business requirements, whilst you continue to drive the implementation.

Myth 5: PPO contains so many features; we should use every one of them

The best implementations are focused on producing a system that not only matches current project management process for an organisation, but also addresses the primary reasons for which PPO was selected. If your company needs a Honda, then don’t configure a Ferrari; rather focus on the functionalities and features that will address the agreed requirements. Remember not to lose sight of your organisation’s parameters and also what is sensible for the business.

Now that we’ve demystified these myths, do you think PPO is the right PPM tool for your organisation? If so, try a free 30-day trial of Project Portfolio Office (PPO) today at www.go2ppo.com/try.php.

PPO is an award winning online project portfolio management and collaboration application. PPO is simple, immediate, secure and affordable. PPO is flexible and can be configured to support any methodology.