In the "Execute" area of PPM, the portfolio approved in the "Decide" area will be implemented.
PPM Context and Roles Involved
The approved project portfolio is executed by the selected resources (project teams). Project managers keep track of the respective project status. During the execution, questions and problems inevitably arise that need to be solved. This happens in several stages. First by the project managers and resource managers involved in the Resource Conflict Resolution meeting. What is not resolved there is then a topic for members of the Project Steering Committee. Any issue that is still unresolved, the Portfolio Coordinator brings to the next Portfolio Board Meeting.
Implementation with Meisterplan
Particularly when executing projects, it becomes clear that project portfolio management only works when resource management is a constant part of the process. With Meisterplan, all involved not only see the projects, but also the resulting resource utilization.
Solving Resource Conflicts
The longer resource conflicts remain unresolved, the longer portfolio implementation is inefficient. The local solution "on site" is supported by the explicit representation of the utilization in Meisterplan by histogram. Thus, the project leaders concerned can independently seek a solution or do so with the portfolio coordinator as moderator by setting up a Resource Conflict Resolution meeting.
Step 1: Open the sub-portfolio affected by the conflict in Meisterplan.
Step 2: Identify the conflict and analyze the utilization of the affected resources.
Here, the resource view also displays non-portfolio projects, so that you don't lose sight of the overall picture.
Figure: In the Resource Conflict Resolution meeting, resource utilizations are analyzed – including non-portfolio projects.
Step 3: Solve the conflict, for example, by shifting resources between projects, by re-prioritizing the list of projects, or by moving projects or individual phases. If a potential solution to the conflict is more complex, you can create a new scenario and simulate the impact of the solution.
Step 4: Inform resources affected by allocation changes and, if project plans change, the Portfolio Coordinator as needed.
Step 5: If necessary, inform the Portfolio Coordinator about issues that cannot be resolved. These will then be addressed in the Project Steering Committee meeting.
By using the Resource Conflict Resolution meeting, most resource conflicts can be resolved without the involvement of other decision-makers.
Solving Operational Multi-Project Management Problems
At-risk milestones, broken dependencies, resource conflicts that cannot be resolved on an ad hoc basis - all of these challenges potentially jeopardize the overall portfolio. To answer them early, another regular meeting will be held.
Similar to the Pipeline Review Committee, the Project Steering Committee is made up of business unit managers, experts and other relevant stakeholders. Together, they make cross-project portfolio conflicts explicit and search for solutions. The meeting also addresses unresolved issues from the last Resource Conflict Resolution meeting.
Step 1: Open the main portfolio or any affected sub-portfolios in Meisterplan.
Step 2: Color the Gantt chart by project status to quickly identify critical projects.
Step 3: If necessary, use scenarios to simulate problem solving.
Step 4: Problems that cannot be solved in this meeting are recorded and taken to the next Portfolio Board meeting by the Portfolio Coordinator.
Thanks to the multi-stage conflict resolution meetings in the "Execute" area of PPM, the portfolio coordinator only addresses the necessary topics with board members during the portfolio board meeting.