PMI Portfolio Management

PMIs
Pulse of the Profession in-DePth rePort
Portfolio
Management
Study Highlights
The most successful organizations are going to be the ones that find ways
to differentiate themselves.
Organizations are increasingly recognizing that portfolio management
can help them make the decisions that will set them apart from their
competitors. The trend was clear in PMIs 2012 Pulse of
the Profession report, based on an annual global study of
more than 1,000 project, program and portfolio managers. Over half of the respondents reported frequent use of
portfolio management at their organization, an increase of
of projects at organizations
five points from the prior years survey.
PMIs 2012 Pulse of the Profession In-Depth Report:
that described themselves
Portfolio Management delves deeper into this topic,
as highly effective in
focusing on how it affects organizational success and on
portfolio management
establishing approaches to develop effective portfolio
met or exceeded
management.
expected ROI.
This report found that 62 percent of projects at orgaSource: PMIs 2012 Pulse of the Profession
nizations that described themselves as highly effective in
In-Depth Report: Portfolio Management
portfolio management met or exceeded expected ROI.
Yet despite the quantifiable benefits of portfolio management, relatively few organizations have perfected the practice.
The report outlines a three-pronged approach for improvement:
62%
Elevate portfolio management to a strategic level
Create a portfolio-minded culture
Implement appropriate tools and practices
Pulse of the Profession Portfolio Management
Why Do Organizations Need Portfolio Management?
The projects an organization has

today demonstrate where it is now.
The portfolio shows where the organization is going.
A portfolio should be a true measure of an organizations intent, direction and progress. And portfolio
management helps create a blueprint toward that vision.
Why do organizations Practice Portfolio ManageMent?

73%
Customer Satisfaction
Cost Reduction
59%
Revenue Growth
58%
45%
Improved ROI
40%
Improved Development Costs
35%
Regulatory Compliance
34%
Innovation
32%
Internal Knowledge Sharing
29%
Employee Satisfaction
21%
Share of Market
18%
Sustainability
12%
Supplier Relations
0%
10%
20%
30%
40%
50%
60%
70%
80%
5 Key drivers of effective Portfolio ManageMent

Senior management
receptivity
Competent portfolio
governance
Standardized metrics
and criteria
Consistency and logic

of organizational
strategic objectives
Mature project
management office
78% 66% 62% 59% 58%
How to Improve Portfolio Management

The Pulse study identified three best practices used by organizations highly effective in
portfolio management.
1. Elevate portfolio management to a strategic level

Understanding portfolio management at the highest levels is a major success driver.
Among organizations that describe their portfolio management procedures as highly effective, 89 percent of respondents said senior management understands portfolio management at least moderately well. This stands in sharp contrast to organizations that describe
their portfolio management as minimally effective. There, only 25 percent of respondents
said senior management understands portfolio management at least moderately well.
S
By building an understanding of portfolio management among senior management, organizations are better able to ensure projects and programs deliver on organizational strategy.
In a 2012 research paper published by PMI, authors Brian Hobbs and Yvan Petit outlined four high-level goals for strategic portfolio management:
Value Extension
The goal should always be to maximize the return on all projects in the portfolio.
Balance
Every portfolio should reflect the unique organizational profile with a mix of projects
combining low-risk and high-risk projects, for example, or launching projects in existing
markets as well as new ones.
Strategic Direction
There should be a demonstrated link between projects in the portfolio and organizational strategy.
Portfolio Agility
Organizations should evaluate their current portfolio against their ability to shift with
changing dynamics in the organization as well as in the market. Furthermore, portfolio
agility calls for organizations to:
n
Sense: Implement a mechanism to identify and filter changes that affect the portfolio to ensure the organization is choosing the right projects and programs.
Seize: Align projects to organizational capabilities and resources so it can fully leverage opportunities.
Transform: Realign available resources and structures.
Despite the key role of strategic alignment, many organizations leave their managers
mired in a myopic view. Minimally effective organizations were twice as likely to have
managers overly focused on their department goals versus strategic organizational goals.
Mid-level managers focused on department
performance versus strategic goals
highly
effective
32%
Minimally
effective
64%
For many organizations, innovation to improve business operations ranks as a major

strategic goal. Here, too, portfolio management can help fulfill the organizational vision.
Highly effective organizations are twice as likely to look to portfolio management to
enable innovation.
Portfolio management enables innovation
highly
effective
45%
Minimally
effective
26%
The Takeaway: The big-picture perspective

afforded through portfolio management makes
it an invaluable tool to ensure an organizations
projects sync with its strategic business goals.
2. Create a portfolio-minded culture

For portfolio management to become part of the organizational DNA, leaders must devote
the time, education and resources necessary to instill the practice into how everyone
from team members to executivesthinks, believes and acts. To foster a portfolio management culture, organizational leaders should:
Prioritize portfolio management and position it as value-add
Executives must be willing to show their support of portfolio management through communication and investment. Its one of the most effective means for moving portfolio
management from mandate to value-add.
Currently, more than half of minimally effective organizations still view portfolio management as an administrative-review process, three times more than highly effective ones.
Portfolio management viewed as an
administrative-review process
highly
effective
Minimally
effective
14%
53%
Dedicate resources to portfolio management

Portfolio management is best left to the professionals, so organizations must commit to
invest in the right talentand then let them do their job.
The majority of portfolio managers in highly effective organizations spend 75 percent
or more of their time on portfolio management. In contrast, only 30 percent of their counterparts at minimally effective organizations said they devoted the bulk of their time to
portfolio management.
dedicated resources enhance portfolio management
Minimally
effective
30%
highly
effective
52%
That workload approach may affect project performance. In organizations where

managers focus on strategic as well as departmental goals, 70 percent of projects meet or
exceed their forecasted ROI, compared to 50 percent at organizations where managers
rarely focus on strategic goals.
F
6
Educate leaders and peers to understand and practice portfolio management

To fully reap the benefits of portfolio management, the entire organization must have a
solid understanding of how and why it works. Highly effective organizations are distinguished by the fact that their leaders and project staff are roughly three times more likely
to understand portfolio management practices than those in minimally effective ones.
senior management awareness of portfolio management
Minimally
effective
highly
effective
89%
25%
The Takeaway: Organizations can realize the full benefit of portfolio management by
making it a fixed part of their day-to-day culture.
3. Implement appropriate tools and practices

To remain agile and maintain a competitive edge, organizations must be armed with the
right portfolio management tools and practices.
Highly effective organizations are nearly five times more likely than minimally effective ones to frequently use formal prioritization tools, and twice as likely to have software
designed specifically to support portfolio management.
Use of formal prioritization tools
Minimally
effective
13%
highly
effective
63%
Organizations that frequently use formal portfolio management tools are 14 percent
more likely to achieve projected ROI than those that dont.
Organizations need not only tools, but also an established set of practices that help
them achieve their strategic goals. By standardizing portfolio management, organizations
improve effectiveness. Minimally effective organizations are three times more likely to
report great variability in their portfolio management practices.
limited standardization of portfolio
management practices
Minimally
effective
57%
highly
effective
16%
Yet no two organizations are alike, so care must be taken to find the tools and
practices appropriate for each.
The Takeaway: An organization will only

get so far unless its willing to invest in the tools
and practices that fuel sustainable portfolio
management.
Conclusions and Implications

Portfolio management is more than a theory. Executed effectively, it delivers solid
business benefitswhether its greater efficiency or a boost to the bottom line.
Organizations that described themselves as highly effective in portfolio management increased the average number of projects meeting or exceeding their
forecasted ROI by nearly 30 percent compared to those that described themselves
as minimally effective.
highly effective
at portfolio
management
Minimally effective
at portfolio
management
%
increase
Completed on time
68%
50%
36%
Completed on budget
64%
54%
19%
Met original goals and business intent
77%
65%
18%
Met/Exceeded forecasted ROI
62%
48%
29%
average Percentage of Projects:
All of these benefits can give organizations a distinct advantage over competitors. Such forward-thinking strategic project planning transforms organizations
from defensive and reactive to proactive and dynamic.
Portfolio management drives increased ROI and reduces riskshelping organizations consistently deliver business value, a rare commodity in todays volatile
global marketplace.
The Result
Improved
portfolio
management
Increased
ROI and
less risk
More powerful
business value
About the Study

PMIs 2012 Pulse of the Profession In-Depth Report: Portfolio Management was conducted
in March 2012 among 443 portfolio managers around the world.
Of ThOSE SuRvEyED:
27% are external

client portfolio
managers
40%
are business
unit portfolio
managers
33% are enterprise

portfolio managers
Regardless of type, they have been

portfolio managers for an average of
6 years
(and project managers for about 14 years)
SOME Of ThE InDuSTRIES REpRESEnTED:
12%
25%
financial
services
information technology
8%
consulting
7%
Manufacturing
10%
government
6%
telecom
annual REvEnuE:
14%
26%
19%
41%
n less than Us$50 million

n Between Us$50 million and Us$1 billion
n Between Us$1 billion and Us$5 billion
n over Us$5 billion
10 Pulse of the Profession Portfolio Management

PMI Portfolio Management

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What are the three approaches outlined for improving portfolio management?

What are the three approaches outlined for improving portfolio management?

What are some of the benefits of effective portfolio management according to the study?

What are some of the benefits of effective portfolio management according to the study?

PMIs

Pulse of the Profession in-DePth rePort

Elevate portfolio management to a strategic level

Create a portfolio-minded culture

Implement appropriate tools and practices

Pulse of the Profession Portfolio Management

Why Do Organizations Need Portfolio Management?

The projects an organization has

The portfolio shows where the organization is going.

Why do organizations Practice Portfolio ManageMent?

Improved Development Costs

Internal Knowledge Sharing

5 Key drivers of effective Portfolio ManageMent

Consistency and logic

78% 66% 62% 59% 58%

Pulse of the Profession Portfolio Management

How to Improve Portfolio Management

1. Elevate portfolio management to a strategic level

Pulse of the Profession Portfolio Management

For many organizations, innovation to improve business operations ranks as a major

The Takeaway: The big-picture perspective

Pulse of the Profession Portfolio Management

2. Create a portfolio-minded culture

Dedicate resources to portfolio management

That workload approach may affect project performance. In organizations where

Pulse of the Profession Portfolio Management

Educate leaders and peers to understand and practice portfolio management

Pulse of the Profession Portfolio Management

3. Implement appropriate tools and practices

The Takeaway: An organization will only

Pulse of the Profession Portfolio Management

Conclusions and Implications

Met original goals and business intent

Met/Exceeded forecasted ROI

average Percentage of Projects:

Pulse of the Profession Portfolio Management

About the Study

27% are external

33% are enterprise

Regardless of type, they have been

(and project managers for about 14 years)

SOME Of ThE InDuSTRIES REpRESEnTED:

n less than Us$50 million

10 Pulse of the Profession Portfolio Management

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