Initial situation: The date for the workshop has been agreed. You have invited representatives from all the job functions involved in the project management solution (e.g. PMO manager, project manager, IT manager, project staff and administrators).

Approach: The Project Group prepares an EPM prototype for your workshop based on information you supply concerning your company, together with some key data (e.g. on your organizational structure and resources). We also need some details from you about access permissions to projects and resources; project portfolio attributes; and the type of analyses you require.

During the workshop, we gather more details on your requirements and ensure all participants are on the same page. Your requests and processes are then implemented in the EPM prototype we prepared prior to the workshop. As far as possible, we do this using real-life examples.

Next, we run through the life cycle of a project from the viewpoint of all the groups participating, and define how we are going to import existing data into the system. This step enables you to review the feasibility of your requirements. In preparation for the pilot phase, we resolve any questions on project and resource structures; technical system requirements; responsibilities; and training, then schedule the next steps.

After this, we put together the pilot team. Its size will vary depending on the complexity of the project, but we recommend keeping it to a manageable size – usually between 5 and 8 people.

Result: You are now briefed on the necessary scope of your project management solution. You have an EPM prototype populated with your own data and adapted to your processes, and the roadmap has been defined. The Project Group now has a good basis for preparing a tailored proposal for the implementation.

Proceed to Phase 2: Implementation