When the roles are assigned and the meetings are scheduled, you can then configure the tool. Meisterplan comes pre-configured for Lean PPM™, so you can customize the tool to fit your organization's needs in just a few simple steps.
- Project Phases/Milestones
- Stage Gates
- Project Fields
- Organizational Structure (OBS)
- User Groups
Customize the preconfigured project phases (under Manage > General Settings) to reflect the progress of projects from planning to execution to completion. How you structure your projects will affect how you work with milestones: If you later add milestones to your projects, they can start or end a project phase.
To learn more about project phases and milestones, please visit our Help Center.
A smooth Lean PPM™ process depends on making explicit and transparent decisions. Stage gates support this goal because they can be used to clearly define which levels a project has already reached before approval. The following stage gates are already preconfigured in Meisterplan:
- Seeking Review
- Seeking Approval
- On Hold
To learn more about Project Field Configuration, please visit our Help Center.
When it comes to the question of what additional project information is needed to make informed portfolio decisions, less is usually more. It is better to have a small amount of cleanly maintained data than an abundance of incomplete information and outdated fields. Under Manage > Project Fields, you can edit the preconfigured fields, add additional fields or delete unused fields. Under Manage > Project Settings, you can define which project fields are displayed where in your projects.
To learn more about Project Fields, please visit our Help Center.
Organizational Structure (OBS)
With efficient project portfolio management, decisions are made where the most knowledge exists. For dividing the portfolio into sub-portfolios as well as for resource management in general, it is helpful to map the structure of your company or organization in the PPM tool. In Meisterplan, we call this the Organizational Breakdown Structure (OBS). In the Resource Pool under Organization (OBS), you can edit the preconfigured structure and create your own departments, locations or teams.
Read more about the OBS structure in our Help Center.
Roles such as Senior Developer or Junior Consultant describe how people will contribute to a project. For Lean PPM™, the scheduled workload of projects is specified at the role level during the proposal and rough planning phase. It is only in the detailed planning phase, after the resolution of the new portfolio, that individual resources are staffed to the project. In Meisterplan (found in the Resource Pool under Roles), some roles are preconfigured, here you can also create your own roles .
More about using roles in Meisterplan can be found in our Help Center.
User permissions are managed with user groups. Before you add users, create user groups under Manage > User Groups. Access rights should be configured based on a user’s role, so that all involved in your project portfolio management process can optimally contribute to the portfolio.
Learn more about adding and configuring user groups in our Help Center.
The following user groups are recommended for Lean PPM™:
- Portfolio Coordinators
- Pipeline Review Committee Members
- Portfolio Board Members
- Execution Steering Members
- Project Managers
- Resource Managers
- Team Members
Learn how to easily configure these groups and their permissions in our Help Center.
To enable the best collaboration, all involved in your project portfolio should be granted access to Meisterplan. Add new users under Manage > Users and assign them to at least one user group based on their role in the Lean PPM™ process.
Learn more about user management in our Help Center.
The bigger your organization is, the more you gain by dividing the entire portfolio into multiple sub-portfolios. First of all, decentralization reduces the complexity of the PPM process, making it more manageable. In addition, decentralization in the sense of "lean" is efficient because decisions and conflict resolutions can often already take place where the most detailed knowledge is available.
First, edit the preconfigured portfolios (via the Manage Portfolios option in the Portfolio menu on the top left in the header). To do this, configure the usage rights for the standard PPM portfolios (“Pipeline: New”, “Pipeline: Review”, “Planning: Active + Approved + Seeking Approval + On Hold”) so that the corresponding roles can work with them. Simply delete unnecessary preconfigured portfolios.
Depending on the size and structure of your company, you can create the following portfolios with matching filters and give access to the corresponding Meisterplan users (also via Manage Portfolios in the Portfolio menu):
Portfolios for portfolio managers, program managers or multi-project managers
When responsibility and management are divided into individual portfolio areas, each manager has access to the projects assigned to him/her.
Portfolios for project managers
Each project manager maintains the status and progress of his/her own projects.
Table: The management of portfolios is decentralized through sub-portfolios.
Learn more about creating and managing portfolios in our Help Center.
Next step: Import Your Data into Meisterplan
Back to last step: The Basis for Sustainable Decisions: The Lean PPM™ Process