| | | METHODOLOGY & GOVERNANCE ALIGNMENT | |
| | | PLANNING & TASK MANAGEMENT | |
| | RESOURCE & CAPACITY MANAGEMENT | |
| | | CHANGE & QUALITY MANAGEMENT | |
| | DOCUMENT & KNOWLEDGE MANAGEMENT | |
| | | COMMUNICATION, COLLABORATION & ALERTS | |
| | PORTFOLIO MANAGEMENT & PRIORITISATION | |
| | IDEA & INNOVATION MANAGEMENT | |
| | ONLINE APPROVALS & CONFIGURABLE WORKFLOW | |
| | CUSTOMISABLE & INTEGRATABLE | |
| | SECURE, AUDITABLE & ACCESS CONTROLLED | |
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 | Methodology & Governance Alignment | PPO provides users with a visual, interactive view of the programme, project and governance framework, methodology / lifecycle. Based on the process being defined in PPO, you‘re then able to manage, monitor and track the required governance.
PPO facilitates this by providing the following functionalities:
- Ability to publish a visual view of the lifecycle / methodology using any process mapping tool (with SVG output capability);
- Provide interactivity, descriptions and links from the lifecycle to PPO screens;
- Upload, store and provide access to a document template library;
- Upload and store guidelines, standards and training materials;
- Implement formal stage gates with online approvals;
- Ability to use PMBoK, PRINCE2 or any customised methodology;
- Allows for governance monitoring and checks on compliance to the process; and
- Support multiple methodologies based on type, size and client.
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|  | Time & Cost Management | Managing the time and cost of a project is key to successful project delivery.
PPO facilitates this by providing the following functionalities:
- Enables users to log time against tasks, issues, risks and other work items;
- Performs online automated timesheet approvals;
- Allows recording of time against project and non-project work;
- Provides detailed real time, weekly, monthly and history timesheet reports;
- Allows project budgets, commitments, spends, invoices and forecasts to be tracked;
- Track hours planned vs. spent vs. invoices per task, resource and/or project;
- Track costs per period (for cashflow planning) and/or line item/type;
- Detailed, summary and consolidated cost reports; and
- Graphical cost dashboards to analyse project costs.
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|  | Planning & Task Management | The most crucial requirements to deliver projects on time are solid planning and effective task management.
PPO facilitates this by providing the following functionalities:
- Allows tasks, deliverables and milestones to be created and allocated to resources;
- Provides accountability and visibility by posting tasks on the resources home page;
- Allow team members to update tasks and provide immediate progress updates;
- Generate real time e-mail alerts and reminders of task progress and status;
- Supports bi-directional integration to Microsoft Project (MS Project);
- Allows bulk task uploads via Microsoft Excel or other XML sources;
- Track and manage progress, deliverables and milestones on reports and dashboards;
- Implement and manage schedule baselines; and
- Provides searchable and accessible online Gantt views.
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|  | Resource & Capacity Management | Knowing what resources exist, which skills and experience they have as well as which resources are available when, is key to managing your resources and ultimately your project.
PPO facilitates this by providing the following functionalities:
- Register resources including contact and billing information;
- Record and store experience, skill and demographic information;
- Register and manage resources who are not users;
- Automatically determine the total capacity per skill, job title, department and so on;
- Track resource capacity via detailed planning and resource reports; and
- Manage resource capacity via graphical dashboards with drill through capability.
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|  | Issue & Risk Management | Understanding what issues and risks exist on projects, programmes and portfolios and then managing and tracking them, will lead project teams to greater project success.
PPO facilitates this by providing the following functionalities:
- Register, assign, categorise and prioritise issues and risks;
- Receive real time e-mail alerts and reminders on logged issues and risks;
- Access standard issue and risk reports;
- Track and access history reports on issues and risks; and
- View graphical dashboards for issues and risks.
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|  | Change & Quality Management | Managing project change and quality are crucial to the success of the project.
PPO facilitates this by providing the following functionalities:
- Register, prioritise and score requested scope changes;
- Document the impact on time, cost and quality of requested changes;
- Approve scope changes online and record decisions;
- Integrated scope change log into status report;
- Real time e-mail alerts for requests and updates of scope change requests;
- Summary, detailed and individual scope change reports;
- Record, track and manage quality logs and criteria; and
- Highlight and manage quality deviations.
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|  | Document & Knowledge Management | Storing, retaining and providing easy access to project documents, knowledge and lessons, are crucial actions for any project team.
PPO facilitates this by providing the following functionalities:
- Upload, categorise and store all projects documents (of any file type);
- Manage documents using version control and check in/out functionality;
- Search, download and access documents from anywhere;
- E-mail documents to PPO for storage;
- Record and track lessons learnt;
- Enforce actions and changes based on lessons learnt; and
- Access previous learnings via PPO‘s search functionality or detailed reports.
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|  | Reports & Dashboards | Having the required reports and dashboards that include all project, programme and portfolio information to track, manage and prioritise, is key to a successful project environment.
PPO facilitates this by providing the following functionalities:
- Detailed reports of a single project or multiple projects, programmes and portfolios;
- Summary and high-level views;
- History and trend views;
- Filter, group and sort data when extracting;
- Consolidated or single focus (issues, risks, costs) views;
- Extracts data into Microsoft Excel;
- Generates PDF reports directly from PPO;
- Graphical dashboards with drill through capability; and
- Schedule and automate reports and dashboards to be sent via e-mail to PPO users.
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|  | Communication, Collaboration & Alerts | Using PPO allows project teams and stakeholders a far greater visibility of the status of work, projects, programs and portfolios. PPO creates a collaborative environment for teams to work, plan and complete projects together and provides the required communication and alerts to keep teams informed.
PPO facilitates this by providing the following functionalities:
- Real time e-mail alerts of project events as they happen (i.e risk raised, document added);
- Scheduled e-mail alerts based on pre-defined parameters (daily task updates, weekly projects in threat);
- Scheduled reports and dashboards e-mailed to PPO users;
- Daily and/or weekly alerts and reminders of overdue items; and
- Project comments section to provide feedback on status of projects.
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|  | Portfolio Management & Prioritisation | Achieve your overall business objectives by being able to understand the entire active, planned and required portfolio of projects, then scoring, prioritising and categorising them and gaining insight into their current status and health.
PPO facilitates this by providing the following functionalities:
- Allows for the collection of all demand and required projects;
- Allows for simple or complex categorisation models;
- Includes automated, manual, simple or complex prioritisation models;
- Records and tracks key measurements and investment criteria (i.e. ROI);
- Allows projects to be aligned to strategic objectives and goals;
- Detailed reports to understand the portfolio health, progress and costs; and
- Graphical portfolio and prioritisation dashboards with drill down capability.
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|  | Idea & Innovation Management | Innovation is driven through the generation, recording, analysis, prioritisation, approval and execution of ideas.
PPO facilitates this by providing the following functionalities:
- Register and log new ideas;
- Analyse and prioritise ideas;
- Online and automated approval of ideas;
- Move ideas into projects and track execution;
- Manage and track innovation via detailed reports and graphical dashboards;
- Implement governance or gate criteria on the innovation process; and
- Provide access to the innovation process and templates via PPO‘s lifecycle.
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|  | Online Approvals & Configurable Workflow | Using automated, online and configurable approvals and workflows, improves turnaround time, creates greater visibility and makes project teams more effective.
PPO facilitates this by providing the following functionalities:
- Online approvals for projects, stage gates, documents, scope changes and so on;
- Allows for single or multiple approval;
- Allows for approvals in sequence;
- Configurable approval rules and workflows;
- Full audit log and history of approvals;
- E-mail driven real time alerts of approval decisions; and
- Scheduled reminder reports and alerts for pending requests.
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|  | Customisable & Integratable | PPO can be used by project teams of all sizes, in all industries and of differing maturities due to the fact that it‘s easily configurable by project offices. In addition, PPO‘s ability to integrate information to/from other sources makes it enterprise capable.
PPO facilitates this by providing the following functionalities:
- Users can customise their own views;
- Create customised lists, data fields and pages;
- Create data dependencies;
- Customisation of new and existing reports and dashboards;
- Customisation of simple or complex business rules;
- Allows for the customisation of methodologies and work flows;
- Provides an open API to allow for integration with other systems; and
- Provides bi-directional integration to Microsoft Project (all versions).
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|  | Secure, Auditable & Access Controlled | Users can be assured that PPO is safe and secure to use. All access is logged and tracked and the application allows for user specific access.
PPO facilitates this by providing the following functionalities:
- Unlimited user groups can be defined;
- The user group defines which functionality a user can use;
- User group filters determine which projects a user can access;
- Each user has their own named user account;
- Each record is date, user and time stamped when it‘s created or updated;
- Detailed audit logs record every click in PPO;
- Summary usage reports are available to all users to track usage;
- All traffic is https and is backed by a 256-bit Thwate digital certificate; and
- Each client has it‘s own dedicated database and components (i.e. no sharing).
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|  | Online Help & Support | Accessing support and assistance when using an application is crucial to ensure a happy, skilled and motivated user community.
PPO facilitates this by providing the following functionalities:
- An online support portal available 24/7 to raise and manage support calls;
- An ideas forum to log, vote and track product enhancements;
- A searchable frequently asked questions portal;
- Multiple annual free version upgrades;
- Online social network community and user groups; and
- E-Mail support during business hours.
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