PPM Optimizing It Portfolio Management

Project and Portfolio Management
Optimizing IT Portfolio Management, Project Selection, Execution,

and Visibility
W h i t e Pa p e r
June 2007
Contents
Executive Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Project and Portfolio Management: Improving Returns On IT Investments . . . . . . . . . . . .6
Effective PPM: A Closer Look . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6
IT Demand and Portfolio Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
IT Project & IT Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Borlands Approach To PPM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Borland Tempo: Enabling End-to-End PPM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
Greater Flexibility and Faster Time to Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Optimized Process Execution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Greater Visibility and Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Straightforward and Pragmatic Project Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Lowest Total Cost of Ownership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11
Functional Overview: IT Demand and Portfolio Management . . . . . . . . . . . . . . . . . . . . .12

Demand Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Request Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Process Automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Information Gathering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Portfolio Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15
Metric Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Portfolio Analyses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
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Contents continued
Functional Overview: IT Project Management & Resource Management . . . . . . . . . . . . .18
Enterprise Project and Program Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Program Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Project Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Project Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Skills-based Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22
Time Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Financial Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Fast-tracked For Success . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Rapid Deployment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Process Optimization Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Easy Adoption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Conclusion . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26
Appendix A: A Closer Look At PPM Processes Powered By Borland Tempo . . . . . . . . . .27
A Typical Demand and Portfolio Management Process Based on Borland Tempo . . . . . . . . . .27
A Typical Project and Resource Management Process Based on Borland Tempo . . . . . . . . . . .28
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Executive Summary
IT organizations play a larger role than ever in driving business success. The systems and solutions they create, manage, and
maintain now serve as the engines of the enterprise. As a result, IT organizations are rapidly evolving from technology cost
centers to strategic business units. This long-anticipated evolution reflects the fact that companies, on average, spend more than
$9,000 per employee, per year on IT investments. Some companies are spending upwards of $22,000 per employee each year on
technology. 1 For a typical mid- to large-sized business, these figures can quickly add up to millions of dollars.
But with this evolution has come unprecedented demands on IT departments. Executives today expect that their sizable IT invest-
ments rapidly translate into significant, measurable business benefits and competitive advantage. This requires tight business-IT
alignment to ensure that IT investments support the strategic goals and priorities of the business. Equally important, companies
need to make project execution more efficient and effective particularly in the area of resource use and allocation. Achieving
these goals requires that processes and tools are in place to optimize IT project selection and provide increased visibility into
project status and the value delivered.
To date, most businesses have struggled in these areas. As a result, too many IT investments are not paying off. IT organizations are
delivering less than one third of IT projects on time, on budget, and with the promised functionality. According to Forrester Research,
most IT departments are poorly aligned with the business they support, so many projects fail to deliver the results needed. 2
Whats the source of the problem? Within most businesses today, IT project and portfolio management is too often handled in a
chaotic, ad hoc manner. IT requests come in from all directions and through email, phone, and hallway conversations. In an
effort to keep track of them, requests are typically entered into a spreadsheet. And then they are prioritized often for the
wrong reasons (for example, one project sponsor is more vocal than another sponsor). Once projects are approved, the quality
of planning is often inconsistent, and tracking mechanisms can be manual and cumbersome, causing progress to be reported
too infrequently or in a format that makes it difficult to see the big picture.
As a result, companies often struggle with the following types of issues:
Important users complain that IT does not listen to them.
Requests get lost or are responded to late.
Too much time is spent collecting information to develop business cases, project status reports, and spending.
Money is spent on the wrong projects for political reasons.
Projects are not delivered as promised due to inaccurate schedule and cost forecasts.
Problems are identified too late in the game to do anything about them.
Project managers and IT executives cant explain how time and resources are being spent or whether or not employees are working on
the highest priorities for the business.
For businesses experiencing these types of challenges, IT project and portfolio management (PPM) can help. PPM is about
streamlining and optimizing two core business activities: IT demand & IT portfolio management, which focuses on how
companies select projects and other investments; and IT project & IT resource management, which focuses on how efficiently
businesses plan and execute on approved projects and the degree of visibility they have into status and progress. When supported
by the right processes and systems, PPM can delivers measurable business benefits by helping companies manage the origination,
evaluation, and execution of initiatives, projects, upgrades, and other investments.
This paper provides an overview of PPM and how companies can benefit by transforming their PPM processes into a managed
business system. It then introduces Borlands IT project and portfolio management solution, detailing the features and functions
of the cornerstone of this solution, Borland Tempo.
1
Still Too Many Dollars. Steve Andriole. Datamation, May 14, 2003. 4
2
2004 Third Quarter Research Report CHAOS Research Results, The Standish Group.
Project and Portfolio Management: Improving Returns on IT Investments

Project and portfolio management (PPM) is a hot topic today because companies are investing thousands and even millions of
dollars into IT projects scattered across their enterprises. Executives increasingly understand that deciding which IT projects
to implement and aligning a companys overall IT strategy with business needs is as challenging as it is necessary.
But it can be immensely difficult getting decision makers to agree on which projects to implement. Most CIOs will admit that
they arent 100% sure whether their people are working on the right projects for the business all the time. Nor do most have
timely insight into project status and costs or the actual return on investment for different projects. For most companies, this
should come as no surprise, as the decision-making processes and management tools used to support PPM activities are usually
manual, inefficient, and ad hoc at best.
Concerns about status quo PPM processes were recently validated by a Borland survey of more than 125 IT executives and
project management professionals. The survey was designed to help them understand their level of maturity in implementing
PPM processes. Respondents were provided with a detailed assessment of their practices and maturity level by category based
on their responses. As the results summarized in the table below suggest, few companies today are getting PPM right creating
an opportunity for forward-thinking executives to realize significant competitive advantage by optimizing how they choose
and execute on IT investments.
PPM Area Survey Results of Over 125

Demand Management Well understood process for collecting and managing new projects requests: 24%
Not at all rigorous: 35%
Portfolio Management Project approvals factor portfolio level trade-offs to balance risk/return with cross-organization
participation in decision making: 33%
Not effective at measuring the performance of the overall Project Portfolio: 51%
Project Management Has rigorous, or very rigorous, project plans: 17%

Effectively, or very effectively, use project plans: 22%
Resource Management Hire and train effectively to staff projects: 20%

Effectively, or very effectively, allocates resources to projects: 14%
Effective PPM: A Closer Look

Effective PPM involves understanding needs of the business, prioritizing investments, and executing on investment decisions
efficiently and cost effectively. Ultimately, its about optimizing IT resources to deliver business value. This greater business value
is made possible because companies have the tools, visibility, and insight to do the following:
Improve up-front decision making and support the immediate reinvestment of resources allocated to investments that may no longer
make business sense due to changing business requirements and cost assumptions.
Execute project request management processes and support the collaborative development of business cases.
Generate portfolio-level cost, benefit, and risk analyses to support better decision making about what projects to invest in and the
creation of portfolio-level progress dashboards for approved projects.
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Provide facilities for detailed project planning and human resource capacity management.
Support collaborative management of day-to-day project execution.
But what does effective PPM actually look like when put into practice? The following sections explore IT demand and portfolio
management and IT project and resource management in more detail.
IT Demand and Portfolio Management

Demand and portfolio management is about collecting and evaluating IT project requests and then making sensible adjustments
to the portfolio of projects that IT is working on after systematically evaluating these requests. There are two closely related key
process areas demand management and portfolio management:
Demand management is about fully understanding needs of the business and collecting the right information to respond to and
prioritize requests for projects and other investments from stakeholders. In an optimized demand management process, request
submissions are centralized, and the information needed to decide on how to respond to requests is gathered in the course of the
request submission process. This makes it faster and easier to develop a business case with the appropriate level of detail for the kind
of project being requested.
Portfolio management involves performing a cost/benefit analysis at a portfolio level and implementing a mechanism to gain consensus
across the business regarding what investments should be made. In an optimized portfolio management process, raw cost, benefit, and risk
data is collected throughout the demand management process and summarized using metrics such as risk scores and ROI. It is then rolled
up into a portfolio (or multi-project) view that allows decision makers to compare different investment options on an objective basis.
When both processes are managed effectively, companies gain improved returns from their technology investments and consensus
across their organization regarding what IT should focus on.
IT Project & IT Resource Management

Project and resource management focuses on making sure that once a project is approved, execution is successful. This means
that the cost assumptions made during the approval process remain valid, that the deliverables needed to achieve the forecasted
benefits are delivered as expected, and that changes to either are responded to quickly and appropriately. There are two closely
related key process areas project management and resource management which are also complemented by financial
management processes:
Project management involves planning, tracking, and executing approved investments. In an optimized project management process,
this involves detailing the work that needs to be done in tasks prior to starting the project and then tracking that work once work starts.
Equally important, executives can easily monitor progress via up-to-date reporting that allows decision makers to see how approved
projects are progressing based on key metrics.
Resource management involves knowing not only how many people are on staff to do work, but what their skills are and how much
work they already have at any given time. In an optimized resource management process, project managers and other decision makers
can gain insight into how the addition of new projects will impact their resources. Project managers can also formulate plans within
the context of resource constraints. Equally important, IT can easily keep track of the amount of actual effort (and budget) spent on a
project and compare it to original estimates.
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Financial management is closely related to resource management and is about managing project accounting and spending. IT typically
must provide information to accounting about the kinds of expenditures being made so that capital and expenses can be properly
accounted for in financial statements (for example, actual money spent and cost of labor). Some companies also use internal charge-
backs to make decisions about where to make technology investments. In an optimized financial management process, capturing and
reporting on this information is automated, which reduces manual tasks and the potential for human error. At the same time, it makes
reporting fast and easy.
When all three processes are managed effectively, companies gain broad visibility into project progress and resource utilization,
as well as the ability to deliver reliably and predictably on commitments.
Borlands Approach to PPM

Borland delivers all of these capabilities in one IT Project and Portfolio Management (PPM) solution, enabling IT departments
to manage the origination, evaluation, and execution of initiatives, projects, upgrades, and other investments through a single,
integrated solution.
Project & Portfolio Management

Proposal Scenario Analysis PORTFOLIO MANAGEMENT Progress Dashboards
Projects | Changes | Investments | Applications | Infrastructure
FINANCIAL MANAGEMENT
Business Cases Goals/Budgets Status/Actuals
REQUESTS RESULTS
DEMAND MANAGEMENT PROJECT MANAGEMENT
Projects | Changes | Investments Assignments Capacity/Actuals
RESOURCE MANAGEMENT
People
Figure 1: Borlands Project and Portfolio Management Solution
By transforming chaotic, manual approaches to PPM into a managed business process for selecting, monitoring, and managing
IT projects, Borlands PPM solution helps IT organizations do the following:
Streamline project selection and execution processes
Gain and maintain consensus with internal customers on the best technology investments
Improve the return on IT investments by focusing resources on the most beneficial projects
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Make achievable commitments that account for resource constraints
Gain complete visibility into how projects are progressing
Reduce project failure rates
Execute projects more efficiently
Borland Tempo: Enabling End-to-End PPM

Borland Tempo is the cornerstone of Borlands PPM solution. It is the result of six years of continuous improvement,
incorporating the user feedback of thousands of IT professionals over the course of more than 15 releases. The solution is
unique in that it offers the following:
Greater flexibility and faster time to value
Optimized process execution
Greater visibility and control
Straightforward and pragmatic project management
Lowest total cost of ownership
Greater Flexibility and Faster Time to Value

As the Open ALM company, Borland does not force processes on its customers. Thats why Borland Tempo has been designed
to adapt to the processes, goals, key metrics, and changing needs of individual businesses. The product is unique in that it can
be set up to reflect a customers existing processes (such as project approval processes) and goals in a matter of days once the
desired processes have been defined.
This accelerated time to value is possible because installation is fully automated out of the box, and all of the setup activities are
performed through the web-based administrative interface. No scripting or coding is required. Furthermore, the software is
delivered in a way that makes it easy for users to control what specific functions are deployed when and how to roll them out
incrementally over time.
Information is collected in customer-defined online forms that are presented to different people during the course of process
execution. These forms complement the traditional work breakdown structure-oriented interfaces that are also included with the
software. The online forms allow customers to model their standard templates, such as business case forms and project charters
directly within Borland Tempo. Customers can also define cost, benefit, and risk metrics using an integral computation tool that
operates using the data collected in these forms and through the project management functions. Customers can also easily
configure the portfolio-level views and analyses to include the specific columns and data that they want to be available.
New forms, metrics, and views can be added over time, as needed.
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Using a flexible, incremental approach, companies can do the following:
Deliver significant PPM value quickly by focusing on top priorities first by implementing the right processes, technology, and training
required to address them
Take an incremental approach to addressing secondary needs, as well as needs that arise as the organization evolves
Minimize risks
Allow for rapid wins and results, which foster greater sponsorship and momentum
Preserve agility as priorities change
Streamline adoption by tailoring processes for their organization and language and providing role-based views and user-level
personalization features
Optimized Process Execution

Borland Tempo enables companies to implement IT project and portfolio management processes that streamline and accelerate
execution. They can quickly and easily implement best practice-based processes for efficiently collecting, evaluating, and selecting
the best technology investments based on costs, benefits, and risks from across the organization. The software also includes a
complete set of functions that support planning, project-level work management, and visibility into the progress and status of
projects and portfolios.
Tempo also allows customers to configure the software to support as many different project lifecycles and types of projects as
they need. Users can add additional project types (which may have with their own unique lifecycle processes) at any time,
as well as make changes to existing processes quickly and in a non-disruptive manner.
Greater Visibility and Control

Because Borland Tempo centrally stores all project-related request and execution data, updates it in real time, and tracks it via a
change log so all of the reports, analyses, and views available through the software are always current. Users can analyze, filter, and
drill down on data to assess different scenarios and understand the current state of specific IT projects and even entire portfolios.
Straightforward and Pragmatic Project Management

Borland Tempo provides the project management functions that matter the most to experienced IT project managers.
In contrast to general purpose project management systems that are often perceived as too complicated and cumbersome for
managing fast-changing IT projects, Borland Tempo was built from the ground up specifically for this purpose. It is designed to
be intuitive to use and makes it easier to provide updates and communicate efficiently, adapt to constant change, and manage
inter-project dependencies.
Low Total Cost of Ownership

Borland Tempo is considerably more cost effective than competing technologies. In addition to featuring industry-leading,
value-based pricing, the software implementation process is designed to proactively address issues that can cause costs to spiral.
For example, Borlands focus on incremental process improvements means that implementation costs are accrued in increments
as new processes are successfully implemented rather than all at once.
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In addition, aside from additional user licenses, theres no need to plan for future product or module purchases related to PPM.
All of the functionality needed for complete, fully integrated PPM is included out of the box. Equally important, companies do
not need to pay for additional middleware to use the software even for large implementations. This reduces total license fees,
while also greatly reducing the costs associated with configuring multiple technologies. (Customers may optionally choose to
use their own third-party RDBMS or J2EE server, but none are required.) Borland Tempo is also extremely efficient, so it
requires a modest hardware investment. Typically, even implementations with named user communities consisting of thousands
of users can be hosted on a single MicrosoftWindows server.
Finally, Borland Tempo is extremely cost effective to maintain. The same web-based architecture that allows for such a rapid
implementation also makes upgrades quick, easy, and non-disruptive to daily business processes. And the GUI-based setup
allows users to make incremental process changes or policy adjustments quickly and efficiently.
Functional Overview: IT Demand and Portfolio Management

Borland Tempo enables IT departments to facilitate a collaborative decision-making process around IT demand and portfolio
management. Key functions such as an online project request wizard for submitting requests, workflow automation for
evaluations and approvals, and built-in decision support help IT organizations improve real and perceived responsiveness to
business needs and gain and maintain consensus with internal customers on the best technology investments. As a result,
organizations can realize the following benefits:
Better management of the request collection and evaluation process for improved IT responsiveness and transparency
Proper, centralized data collection for better decision making
Effective analysis of proposed projects at the portfolio level using cost, benefit, and risk metrics
Improved return on IT investments by focusing resources on the most beneficial projects
Demand Management
Borland Tempo provides a single repository for managing the IT demand pipeline from small projects to major investment
proposals. Innovative features and functions make demand management more efficient and increase the range of opportunities
that IT organizations can evaluate one of the keys to improving overall return. For example, Borland Tempo includes an
online intelligent request wizard for systematically requesting projects and other investments, as well as online intelligent forms
for collecting information required to evaluate and properly respond to requests. The software also provides built-in process
automation capabilities for automating approval and evaluation processes. These and other features transform traditional
chaotic, ad-hoc demand management processes into a streamlined, managed business process.
Borland Tempo optimizes demand management by supporting the following:
Request management
Process automation
Information gathering processes and policies
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Request Management
Borland Tempo manages requests for projects and other services starting with the use of its on-line request wizard. The request
wizard enforces policies about who can request what type of project and what information must accompany requests before the
evaluation process is initiated.
Figure 2: The Intelligent Request Wizard
When the request wizard is launched, a guided procedure walks the requestor through the process of describing and categorizing
a request. After the requester completes the description, the wizard can automatically generate queries for any additional
information using Borland Tempo's intelligent forms (if the software has been configured to do so). The questions asked can
vary by the type of request, the user's role and organization, and other criteria.
Completion of the intelligent request wizard automatically initiates the appropriate process for determining the type of request
(for example, is this a major upgrade, integration project, and so on) and evaluating the request. This process can include
collecting additional information and securing required approvals.
Once a user submits a request, he or she can track it throughout its lifecycle in a personalized tracker view, as well as receive
e-mail change notifications. At any time, the requester can access a complete and up-to-date history.
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Figure 3: Borland Tempos My Tracker view. Users receive alerts prompting process participation,
and track the progress of requests
Key Benefits
Borland Tempo optimizes request management and provides significant benefits by enabling companies to do the following:
Provide user communities with a single repository to make requests of IT
Ensure information needed to evaluate a request is collected and documented up front
Increase the organizations portfolio of investment ideas and opportunities to evaluate, resulting in improved overall return on IT
investments
Process Automation
Borland Tempo helps companies streamline processes, automate execution, enforce policy, and simplify participation in project
lifecycle processes (such as request evaluations and approvals or execution and progress updates). Whether organizations need
to implement and automate a single, simple process or a set of different processes, Borland Tempo offers the flexibility and
functionality needed to support their business.
Process automation functions makes it easy for users to model any number of their existing approval, evaluation, and execution
processes and turns them into automated workflows. This functionality is role-based, dynamic, and integrated with corporate
email systems. The system makes it obvious to process participants what they are expected to do with little or no training and
provides the tools for taking action.
Key Benefits
Borland Tempo optimizes and accelerates process execution and provides significant benefits by enabling companies to do the
following:
Reduce process training costs by providing step-by-step instructions to participants during execution
Support reliable and consistent execution via automated on-line and e-mail alerts to specific users when action is required
Increase agility because the environment is well suited to evolving processes and introducing changes over time
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Ensure compliance with policy through enforcement mechanisms that address issues such as required approvals, audits, and the amount
of time permitted between phases
Information Gathering
Decisions made regarding IT project and portfolio management are only be as good as the quality of information that people
use to make them. To optimize the information gathering process, Borland Tempo supports information gathering through its
intelligent forms engine. Intelligent forms ensure that the right information is gathered from the right people, at the right time.
They also ensure that the required information is complete and current, and that updates are made in accordance with audited
policy.
With intelligent forms, organizations can model their standard project and planning documents as online forms accessible
through a web browser. Forms can be created quickly using a wide array of question formats (for example, text box, multiple
choice, and true/false). Users also have the ability to make questions required, add dynamic question content (so that, for
example, a response to a question causes additional questions to appear in the form), and set policies about how often
responses to a form should be reviewed and, if necessary, be updated.
Figure 4: Examples of Intelligent Forms
Key Benefits
Borland Tempo optimizes information gathering and provides significant benefits by enabling companies to do the following:
Improve data quality and decision making by collecting information incrementally from select participants during a process
Ease adoption by providing the flexibility to model existing forms online
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Ensure context-relevant information collection by applying form-level policies and allowing additional questions to be added
dynamically to forms based on initial responses
Enhance visibility and reporting by capturing structured data available from metric definitions and drill-throughs
Portfolio Management
For proposed investment portfolios and in-progress investments, Borland Tempo generates a broad array of real-time graphical
analyses of forecasted and realized costs, benefits, and risks. The software exploits data collected through various intelligent
forms as they move through automated processes and combines it with data collected through project management interfaces
to generate customer-defined metrics, such as risk scores, costs, or ROI data. As a result, organizations can better evaluate com-
plex investment scenarios, leverage powerful drill-through capabilities to improve visibility into information supporting invest-
ment decision making, and make more accurate comparisons of different investment options.
As part of its portfolio management capabilities, Borland Tempo supports processes for defining metrics and analyzing portfolios,
as described below.
Metric Definition
Borland Tempo includes a flexible and easy-to-use computation system that allows users to define and automatically generate
summary-level project metrics of interest to decision makers. These metrics allow very different kinds of investment alternatives
to be compared and prioritized. For example, an organization may define a metric that sums up the answers to a cost worksheet
as Estimated Cost, or they may define an ROI calculation. Metrics can then be assigned to be displayed in reporting and
analyses. Organizations can create all different kinds of metrics based on algorithms that use different computation approaches
(for example, multiply, divide, add, subtract, ratio, average, or net present value).
Portfolio Analyses
Borland Tempo provides significant business value by making it faster and easier to manage IT portfolios. As illustrated in the
figure below, the software generates real-time analyses of the forecasted costs, benefits, and risks of both proposed investment
scenarios and in-progress investments. All reports and analyses are presented in ways that are easily understood by business
users and accessible via self-service functions that reduce overhead costs.
Equally important, Borland Tempo provides collaborative, scenario-based analyses that help drive consensus across organizations
regarding which IT projects and purchases to invest in. For example, the software simplifies complex investment scenarios by
allowing users to group projects into an unlimited number of different portfolios using a wide array of criteria.
14
Figure 5: Examples of Analytical Reports
Key Benefits
Borland Tempo optimizes portfolio analysis in the following ways:
Improving decision-making quality by providing decision makers with a wide array of real-time, online self service analyses
Simplifying complex investment scenarios by allowing scenarios to be grouped into an unlimited number of flexible, reusable,
ad-hoc portfolios
Offering comparisons of disparate investment opportunities by generating standard, summary-level views of data (financial and
non-financial) regarding cost, benefit, and risk metrics
Delivering unprecedented visibility into the sources of data and computations behind summary metrics via real-time drill-throughs
down to specific responses, sources (such as respondents) and timestamps
Promoting a shared understanding of history using change audits for all assertions of cost, benefit, and risk, as well as the progress
made on approved investments over time
Functional Overview: IT Project Management & Resource Management

When managing multiple IT projects with limited human resources, management needs to know exactly what everyone is
working on and whether resources are available for and capable of fulfilling a request. Management also needs to identify
when a project is moving off track so that adjustments can be made quickly. Successful execution depends on real-time detailed
visibility, and thats exactly what Borlands approach to IT project management and IT resource management delivers.
Borland Tempo provides key functions to help IT organizations effectively manage multiple projects and optimize resource
utilization. For example, users can use real-time project portfolio dashboards and cross-project task views to track the progress
and health of multiple projects. They can perform skill- and team-based resource capacity analyses that highlight over-allocated
15
people or skills. And they can track actual time spent using personalized cross-project timesheets, as well as roll projects up
into higher-level programs.
These and other functions allow IT organizations to optimize IT project management and resource management in the
following ways:
Gain a more detailed understanding of how money and time are being spent
Identify and communicate capacity constraints
Execute thorough planning so that the right skill sets are available when needed
Increase visibility and control over daily activities to ensure proper execution of duties
Readily detect if projects go over budget or fall behind and promptly make adjustments
Reduce the effort required for financial reporting and regulatory compliance
Ensure project deliverables are properly anticipated by operations managers
Reduce the time spent in meetings and on status updates for more streamlined execution
Enterprise Project and Program Management

Borland Tempo includes an enterprise project management system that supports the efficient, coordinated execution of multiple
programs and projects, whether they are simple, complex, or interdependent. The softwares project management functionality is
optimized for busy project managers with a broad range of responsibilities, those who may not have extensive formal training in
project management, and those who may not be dedicated full time to project management.
Borland Tempo provides all of the functionality that experienced program and project managers consider critical to project
success. For example, they can update project progress at a high level, make resource-based task duration recommendations,
and manage work breakdown structures efficiently. At the same time, the software includes features that make it easier to adapt
to and communicate project and resource changes, including automated change notifications, project health tracking, and
online discussion forums. And finally, Borland Tempo enables users to better manage inter-project dependencies through
visualizations of cross-project schedule dependencies; automated, dependency-based schedule updates; proactive dependency
notifications; and dependency relationship diagramming.
These and other functions allow IT organizations to do the following:
Deliver projects more predictably and efficiently
Ensure that critical steps in the plan are not inadvertently omitted
Improve visibility into project status, costs, and risks
Reduce time spent in meetings
Propagate best practices for reuse across the enterprise
16
Figure 6: Projects Work Breakdown Structure (Task List)
Borland Tempos support for enterprise project and program management includes the following key areas:
Program management
Project planning
Project tracking (for program managers, line and project managers, senior management, staff and other department stakeholders)
Program Management
Borland Tempo provides all of the capabilities that users need to manage projects at both program and project levels. Program
management features allow projects to be grouped into and rolled up into programs. At the same time, individual projects can
still be independently managed.
Project Planning
The software provides a complete, hierarchical, task-based work breakdown structure for planning projects to appropriate
levels of detail. Key functions include automated, dependency-based and resource capacity-based scheduling, task templates,
integration with Tempos resource management features, and synchronization with Microsoft Project.
Project Tracking
Once projects are underway, Borland Tempo provides mechanisms for tracking progress and managing work. These include
prompted progress reporting, team member notifications of work assignments, expiration alerts for late tasks, and automatically
calculated project health assessments based on how current plans are tracking to original expectations.
17
The following chart outlines project and program management capabilities that Borland Tempo makes available for various
key users:
Line and Project Other Department

Program Managers Senior Management Staff
Managers Stakeholders
Manage independently Lay out project plans Track the health of Review tasks assigned Keep tabs on projects
managed projects at the and work breakdown projects to them of interest with e-mail
program level structures Track and review Receive e-mail change notifications
Manage program- Automate scheduling project changes with notifications when Drill down to see as
specific work and Use project plan e-mail change work is due much detail as they
assignments templates notifications Indicate time spent and wish on project
Mirror tasks from sub- Make multiple Easily access project time remaining for progress
projects into a program simultaneous changes status summaries their assigned tasks
to gain a single to projects View a project progress Indicate money spent
consolidated view Identify and secure dashboard and and planned future
Identify and manage all required resources graphical analyses spending for their
kinds of relationships Easily identify staff assigned tasks
and interdependencies with needed skills and Update the status and
between projects availability planned completion
Assign work to team dates of tasks
members and track
work assignments
Track other projects
impacting their projects
Easily update project
status
Key Benefits
Borland Tempo optimizes program and project management and provides significant benefits by enabling companies to do
the following:
Improve accuracy because projects are planned in more detail, so schedules and resource plans are more reliable
Increase success rates by leveraging best practices in the form of templates
Enable more efficient execution by reducing time spent in meetings
Reduce the opportunity for execution error by automating coordination and communication
Enable more rapid and proper reaction to changes, including dependency-based impacts
18
Resource Management
Borland Tempo provides a single, consistent view of all human resources available for and currently being expended on IT
projects. Organizations can perform resource analyses in the context of current and planned project, initiative, and investment
portfolios. These include sophisticated analyses to ensure that the right people with the right skills are available before and after
decisions are made about which projects to undertake and schedules are committed. The software also features a general pur-
pose timesheet feature for tracking and reporting all of the work performed by IT personnel. These and other functions provide
IT executives with complete visibility into how human resources are being expended, as well as a clear understanding of the skill
sets needed to execute successfully against business requirements.
As part of its resource management capabilities, Borland Tempo supports skills-based management and time tracking, as
described below.
Skills-based Management
Borland Tempo provides a single data repository from which users can generate resource analyses that show time and money
planned to be spent and how much is actually spent by person, project, or skill over time. These plans can be compared to
available capacity, making it easy to identify over allocations. Analyses can be viewed for different time frames and for different
parts of the organization or for the whole organization by skill, person, project, or other criteria. Reports can reflect one
project, all projects, or any selected portfolio.
Figure 7: Resource Capacity Analysis by Skill
19
The following chart outlines the softwares skills-based management capabilities for different users.
Senior Manager Line and Project Managers
Easily assess the feasibility of executing selected technology Easily find staff with needed skills and capacity to perform work
investment portfolios Assess the workload for their specific teams or for individuals on
Evaluate the skill set of the organization in support of staffing their teams
and training plans Assign work to team members and track progress
Manage globally or at the team level
Track time spent by skill class, cost center, investment or
customer
Track and report spending by cost center, budget type,
investment or customer
Key Benefits
Borland Tempo optimizes skills-based management and provides significant benefits by enabling companies to do the following:
Ensure that the right people with the right skills are available to do work before making promises
Enable everyone to easily answer questions about how time and effort is being spent
Provide strategic insights into the skills that are needed for hiring and training
Time Tracking
Borland Tempo provides complete, online time tracking functions that capture the different kinds of work and projects that
are consuming human resources. Electronic timesheets can be used to track project work, as well as time against categories,
such as support or paid time off. All work and tracking tasks assigned to a person (or to a group to which a person belongs)
are automatically presented in his or her timesheet.
As illustrated on the next page, the software makes it fast and easy for people to record their time by presenting users with a
single, personalized timesheet that reflects all of their work assignments across projects. In addition, Borland Tempo allows
managers to easily view and analyze time spent on projects and tasks. They can also manage timesheet submission and approval
more efficiently via a batch approval interface.
Information entered into timesheets is rolled up, as appropriate, into project actuals, departmental or organizational resource
utilization analyses, and capacity planning reports that can show hours or cost of labor using rates.
20
Figure 8: Example of Timesheet
The following table summarizes the time tracking capabilities that Borland Tempo makes available for different users:
Senior Management Line and Project Managers Staff

Gain insight into how people across the Efficiently and easily allow people to Review tasks assigned to them
organization are spending their time track time against all kinds of work Receive e-mail notifications when work
Set and enforce policies on timesheet Automatically roll-up actuals and is due
updates for past and future weeks compare them to plans on a project-by- Easily report time against all kinds of
Understand the total cost of technology project basis and incorporate this work
investments information into progress reports Easily manage timesheets with a large
Manage timesheet submissions and number of entries
approvals View daily and weekly totals based on
time entered
Navigate to past and future weekly
timesheets and update entries as policy
permits
Add timesheet line items to capture
unanticipated work
Key Benefits
Borland Tempo optimizes time tracking and provides significant benefits by enabling companies to do the following:
Improve planning by allowing users to truly understand what people are doing with their time versus what was planned
Simplify time tracking by making it easy for staff members to note, in one place, the time they spend on all different kinds of work
21
Financial Management
Borland Tempo includes capabilities that provide insight into money spent on technology investments in support of planning,
accounting, and internal charge backs. The system offers financial management functions that capture the detailed information
required for accounting and budgeting about the costs of projects, programs, and other investments.
Figure 9: Example of Analysis Showing Hours by Type of Work in a Portfolio of Capital Projects
Borland Tempo also includes features for managing internal charge backs by allocating resource expenditures across internal
customers by percentage or by investment, and securing audited approvals of these allocations. With support for policy-
gated status changes and other audited changes, Borland Tempo enables the creation of transaction-level control
documentation required for significant accounts, as defined under Section 404 of the U.S. Sarbanes-Oxley Act. The software
also reduces the effort required for financial reporting and regulatory compliance, while improving accuracy and providing a
more detailed understanding of how money is being spent.
Key Benefits
Borland Tempo optimizes financial management for IT projects and portfolios and provides significant benefits by enabling
companies to do the following:
Save time by isolating capital expenditures from expenses by time period in compliance with SOP 98-1 in the U.S. allowing for costs to
be allocated over multiple years
Reduce costs by managing internal charge backs
Facilitate compliance with U.S. Sarbanes-Oxley Act, Section 404, through policy-gated status change and other audited changes for
transaction-level control documentation for significant IT accounts
22
Fast-Tracked for Success

Borlands IT project and portfolio management solution is designed from the ground up to fast-track companies for success.
The software can be deployed rapidly, and adoption is streamlined via education and training services provided by Borland.
In addition, it offers the lowest total cost of ownership relative to other competing PPM products, making the decision to
invest even easier.
Rapid Deployment
Borland delivers a complete PPM solution by making available expert consultants to work with customers implementing the
software. Borland Tempo can typically be configured to reflect internal processes and goals, installed, and ready for users to
log into within one to two weeks. The software is installed on a single server and accessed via a browser with no applets or
plug-ins. All setup (including processes, forms, role definitions, etc.) is done through a GUI with no scripting or custom
coding required.
The one- to two-week implementation service includes installation, training to enable customer configuration managers to
take ownership of the system going forward, setting of all configurable parameters to reflect the desired processes, as well as
the development of custom, customer-specific training materials that reflect internal processes and roles.
Process Optimization Services

When companies need help gaining organizational consensus on goals and designing processes that are a good fit for their
organization, Borlands process optimization experts can help.
Borland offers a wide array of process optimization services for customers that want to improve their processes or who are
uncertain as to what their processes should be. These include the following:
Custom proposal based on your needs
Maturity assessments
Goal assessments
Process improvement and design expertise for CMMI, PMP, and Six Sigma
These services typically include maturity assessments and interviews with stakeholders to help prioritize goals. Findings are
used to translate best practices into processes and practices that can be implemented around topics such as project or
portfolio management.
Easy Adoption
Borland Tempo is designed to make user adoption as fast and easy as possible. The software is very intuitive for users to
learn, and processes can be set up to mirror existing (and familiar) workflows and language rather than imposing Borland-
specific processes and terms.
23
In addition, Borland offers a wide range of training services and materials that ease the adoption process for new users and
reduce business risk. These and other ramp-up resources enable IT organizations to proceed with confidence and ensure a
successful, fast start for their PMM solution. Training services include the following:
Demand and Portfolio Management Using Tempo
Project and Resource Management Using Tempo
Tailored Customer Training based on our Education Asset Library
PMO Launch Workshop
Project Launch Workshop
Project Management Overview
Project Monitoring and Control Workshop
Project Planning Workshop
Risk Management Workshop
Conclusion
By leveraging Borland Tempo, companies can manage all core processes relating to IT project and portfolio management
as a unified business system. Customers can realize measurable business benefits by optimizing the origination, evaluation,
and execution of initiatives, projects, upgrades, and other investments.
24
Appendix A: A Closer Look at PPM Processes Powered by Borland Tempo

A Typical Demand and Portfolio Management Process Based on Borland Tempo
With Borlands PPM solution in place, companies can transform their chaotic and often haphazard demand and portfolio
management processes into a seamless, closed-loop process.
PORTFOLIO MANAGEMENT
Projects | Applications | Infrastructure
Business Cases Goals/Budgets
REQUESTS
DEMAND MANAGEMENT
Projects | Changes | Investments
Figure 10: IT Demand and Portfolio Management Using Borland Tempo
The following describes a typical DPM process that leverages the functionality of Borland Tempo:
The DPM process starts with demand management when a request first comes into the IT department. Requests submitted may go for
sponsorship to a departmental steering committee member or VP. The process inevitably includes one or two steps where a business
analyst working with the business stakeholders sponsoring the project request captures information about the costs, benefits, and risks
associated with the request. Demand management emphasizes workflow and forms
Portfolio management processes support the objective evaluation of requests relative to other requests and in-progress projects. There
is typically a steering committee with representatives from IT and Business Stakeholders that meets to make decisions. A big benefit
of Tempo-driven portfolio management is that this committee goes from project approvals on a case-by-case basis to portfolio
adjustments. The committee considers new requests (opportunities) and the progress and status of in-progress projects, as well as
changing business needs. Based on this objective information, decision makers can make adjustments (such as cancellations or deferrals
of in-progress projects) as well as approve or reject new requests. The software also provides metrics (e.g. risk score/ROI) and portfolio
analyses for comparing different investments and investment scenarios using these metrics
25
Figure 11: A more detailed view
A Typical Project and Resource Management Process Based on Borland Tempo

With Borlands PPM solution in place, companies can transform their chaotic and often haphazard project and resource
management processes into a seamless, closed-loop process.

Proposal Scenario Analysis PORTFOLIO MANAGEMENT Progress Dashboards
Projects | Changes | Investments | Applications | Infrastructure
Goals/Budgets Status/Actuals
RESULTS
DEMAND MANAGEMENT PROJECT MANAGEMENT
Assignments Capacity/Actuals
RESOURCE MANAGEMENT
People
Figure 12: IT Project and Resource Management Using Borland Tempo
26
The following describes a typical PRM process that leverages the functionality of Borland Tempo:
At the individual project level, the project is first planned by the designated Project Manager. This usually involves the creation of a task
list. In the tasks the project manager might identify the amount of work required and the skills needed to do that work. Risks may be
documented and a narrative plan describing the execution approach is typically drawn up.
Next resource managers assign individuals to the project based on the project managers described needs.
Once the project team is in place, the project manager oversees project execution, typically by conducting periodic reviews of progress
against tasks.
A key point is that all projects are managed and even if they are all not managed the same exact way, they report common metrics
reflecting the amount of work done, money spent, planned conclusion date and status. This information is then compiled into
summary reports the provide visibility for key executives, stakeholders and multi-project program managers.
Figure 13: A more detailed view
Borland is the leading vendor of Open Application Lifecycle Management (ALM) solutions - open to customers' processes, tools and platforms
providing the flexibility to manage, measure and improve the software delivery process.
Copyright 2007 Borland Software Corporation. Borland and all other brand and product names are service marks, trademarks,
or registered trademarks of Borland Software Corporation or its subsidiaries in the United States and other countries. All other marks
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Project and Portfolio Management

Optimizing IT Portfolio Management, Project Selection, Execution,

IT Demand and Portfolio Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

IT Project & IT Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Borlands Approach To PPM . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Greater Flexibility and Faster Time to Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Optimized Process Execution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Greater Visibility and Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Straightforward and Pragmatic Project Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Lowest Total Cost of Ownership . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .11

Functional Overview: IT Demand and Portfolio Management . . . . . . . . . . . . . . . . . . . . .12

Request Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Process Automation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Information Gathering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Portfolio Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

Metric Definition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Portfolio Analyses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17

Program Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19

Project Planning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Project Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Resource Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Skills-based Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .22

Time Tracking . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Financial Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Key Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Fast-tracked For Success . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Process Optimization Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25

Easy Adoption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

As a result, companies often struggle with the following types of issues:

Important users complain that IT does not listen to them.

Requests get lost or are responded to late.

Money is spent on the wrong projects for political reasons.

Project and Portfolio Management: Improving Returns on IT Investments

PPM Area Survey Results of Over 125

Project Management Has rigorous, or very rigorous, project plans: 17%

Resource Management Hire and train effectively to staff projects: 20%

Effective PPM: A Closer Look

Support collaborative management of day-to-day project execution.

IT Demand and Portfolio Management

IT Project & IT Resource Management

Borlands Approach to PPM

Project & Portfolio Management

Projects | Changes | Investments | Applications | Infrastructure

Business Cases Goals/Budgets Status/Actuals

Figure 1: Borlands Project and Portfolio Management Solution

Streamline project selection and execution processes

Make achievable commitments that account for resource constraints

Gain complete visibility into how projects are progressing

Reduce project failure rates

Execute projects more efficiently

Borland Tempo: Enabling End-to-End PPM

Greater flexibility and faster time to value

Optimized process execution

Greater visibility and control

Straightforward and pragmatic project management

Lowest total cost of ownership