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"...This is an excellent program. I'm so glad that I stumbled on to this when researching for task management programs. Very low learning curv, quite flexible, and the price is right. Tried at least 20 other programs, either too complicated, too expensive, or poor documentation..."
Chad Lindsey -
Honolulu, HI

Project Portfolio Checklist

 

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Project Portfolio Checklist The lifespan of a typical project portfolio consists of the following steps: Setup, Planning, Execution, and Harvest. Read this Project Portfolio Checklist to learn more about the steps. The checklist is designed for project managers to explain them how to perform their project portfolios and what tasks they need to focus on during the portfolio management process.


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  1. Setup.
    • Evaluate your operational environment to define strategic goals your organization wants to reach.
    • Be sure each of the goals is relevant to the organization’s vision and mission.
    • Identify how the goals relate to each other and whether they can be grouped into categories by certain attributes (e.g. execution time, benefits, scope, others).
    • Review the extent and types of work the organization performs.
    • Identify how goal categories are linked to work.
    • Combine each goal category and relevant pieces of work into a project.
    • Define all necessary projects that your organization needs to run to complete strategic goals and perform all types of work.
    • Regard those projects as components of your portfolio.
    • Develop a portfolio mandate document that explains the extent, components and size of your portfolio.
  2. Planning.
    • Identify the total amount of work for every individual project in your portfolio.
    • Break down project work into smaller pieces, such as phases, activities and tasks.
    • Develop a plan for every project to define how activities and tasks are linked to each other and how they’re sequenced.
    • Define and estimate all types of project resources (funds, people, technology, time) required to perform all portfolio projects.
    • Develop a timeline for every project.
    • Create a portfolio schedule that is based in individual project timelines.
    • Outline portfolio budget in individual project cost estimates.
    • Select candidates to project teams.
    • Establish a project office that will provide oversight and strategic direction to all projects.
    • Allocate managers and their deputies to all projects.
    • Set reporting rules and identify communication channels.
    • Negotiate procurement activities with contactors and suppliers.
    • Develop a risk mitigation strategy.
    • Make a list of deliverable acceptance criteria.
    • Conduct the kick-off meeting to discuss the project plan and agree on project launch.
  3. Execution.
    • Engage project teams in performing tasks and activities according to project plans.
    • Receive and review change requests.
    • Request the project office for portfolio governance and control.
    • Review current issues and develop solutions.
    • Manage authority delegation and project re-assignment to ensure balanced portfolio implementation.
    • Conduct status meetings to review individual project progress and overall portfolio progress.
    • Measure team performance and efficiency.
    • Review deliverable status against acceptance criteria.
    • Conduct a post-implementation meeting to summarize all the work done and state about project portfolio completion.
    • Re-work project plans if the meeting states about failure of at least one project within the portfolio.
  4. Harvest.
    • Report portfolio status to the project office and key stakeholders.
    • Confirm the portfolio (incl. individual projects) is completed so expected benefits of every individual project are realized and available now for review and analysis by the customer.
    • Approve change to the portfolio if the customer requests for some necessary improvements.
    • Develop detailed guidelines and procedures for implementing the improvement process.
    • Identify efficiency opportunities that project teams can gain from the improvement process.
    • Perform the process to make the portfolio more optimized and improved.
    • Report on portfolio completion to the customer when the portfolio is done.
    • Receive deliverable acceptance approval from the customer.
    • Celebrate success of your project portfolio.
    • Perform a lessons learned meeting ...


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