Enabling effective organizations through effective project management

The Projectum Approach

Business Transformation or PPM Pilot?

An implementation of a Project Portfolio Management tool must be regarded a business transformation. Most organizations do not know how the future state will look like but expect some radical change to the way people are working. The majority also acknowledges that a system designed for managing changes and projects, will not be a static system. With this in mind, we strongly advise our customers to consider a long-term implementation approach, built on increments, that all together, and continuously, will mature the organizational project and portfolio maturity level.

Planning for a business transformation is essentially about developing a high-level vision and roadmap, that aims at delivering the new capabilities, with the highest value for the organization, first. Each iteration will conclude with focused training of the end users, thereby ensuring a less steep learning curve, with higher chances of successful adoption and anchoring of the new behaviors needed.


Delivery Model

At Projectum, we are experienced with managing both the overall transformation and related uncertainties. We have designed this framework that encapsulates the steps from vision, roadmap to actual project execution in smaller increments.

Delivery Characteristics

  • Changes are welcome
  • Team effort and acting as internals
  • Vision of the PMO equals PPM Roadmap
  • Multiple "Go Lives" ensures success 

"We define roadmaps from a retrospective mission statement."

This is a unique approach that seperates us from the rest and allow us to combine what is normally known as separate “user stories”, and form an all up organizational “user story”, specifically explaining about the future state of project portfolio management. How does it feel, what does it look like, why did we do it and what was the outcome?


Peter Kestenholz, Founding Partner, Projectum



This PPM statement will be the center of the change initiatives going forward, the same way a business model will always be relevant for the ever-changing business strategies. This illustration shows the connection between a mission statement, initiatives and a roadmap.

Not all engagements start with the development and execution of a long-term roadmap. Before launching such an initiative, we strongly recommend our customers to begin with a pilot approach. The benefits of running a pilot is to ensure all key business needs are tried out in real life, but with limited user involvement. Based on extensive experience with these types of implementations, Projectum has developed yet another proven delivery model, in this case for pilots. 

PPM Pilot
Delivery Model
I Define and design the project portfolio report
Workshop, analysis and conclusion on the expected portfolio reports the solution must be able to produce using Power BI and general views.
II Lock Down the Project Types
Identify project types that must be included in the solution.
III Agree on Governance
Understand and recreate a modern visualization of the project types stage gate model(s). Create phases and stages in the solution.
IV Convert Project Activities
Create needed Project Online pages and connect these to the relevant stages in the customer governance model.
V Agree in Master Data Fields needed to support Step 1 (Portfolio report) preferably across all project types
Lock down needed fields of various types e.g. date, people, free text, cost etc. per project
VI Configuration & Acceptance
Configuration of financial model and relevant project level custom fields defined in step 5.
VII Go Live & Training
Create walkthrough slidedeck of the final solution, and collaborate with the customer on who does what when in the PPM solution.
VIII Plan for "Increment Next"
Interview selected Project Managers and understand their needs for better project execution and steering group meeting.

As a final option, we are also used to more traditional waterfall approaches and proof of concept/prototyping. These traditional approaches are becoming less used amongst our customers, but will both be highly effective give the right circumstances e.g. when working with a detailed requirements specification made in advance by the customer. Regardless of the chosen delivery model, our project teams always include professional project management, quality assurance and proven training materials. These three components are a key element in a successful delivery and user experience. For that reason, all components are included regardless of the chosen delivery model. 

We help you all the way

Get started today!

Are you interested in learning more about our way of working and bringing you to the next level of PPM maturity?

Reach out to us today and we will dive into your organization to understand how to elevate your business through a more effective PPM solution:

Office Exporter by Projectum

Office Exporter exports data from Microsoft Project into reports in Microsoft Office programs automatically. This is a must have tool for project managers. With Office Exporter, you are only a click away from generating an updated report – it has truly never been easier!

Resource Manager by Projectum

Projectum Resource Manager eliminates the hard, manual work that comes with trying to consolidate the resource overview and replaces the huge spreadsheet that should contain the entire resource capacity overview. Resource Management is a difficult discipline, but it is made systematic and structured with Resource Manager.

Team Planner by Projectum

Team Planner is a Projectum resource management tool for Microsoft Project Online. The intuitive nature of Team Planner gives project managers and team managers an easy-to-use tool for requesting and allocating resources. It makes the planning and coordination of resources simpler and less time-consuming.

Resource Engagement Sync by Projectum

By adding Engagement Sync to your Microsoft Project Server or Project Online platform you can overcome challenges with insufficient overviews. Consolidate bookings between relevant projects and resources, by synchronizing SharePoint calendars for instance, for the Project Management and Team member(s).

Timesheet Daily Comments by Projectum

Timesheet Daily comments gives users the much-needed functionality to add a comment to their timesheet. This provides a more specific and detailed invoicing and a better overview of the time spent on a given day.

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