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What are the best practices for conducting a PPM maturity assessment?

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Project portfolio management (PPM) is the process of selecting, prioritizing, and monitoring the performance of multiple projects that align with the strategic goals of an organization. PPM maturity assessment is a tool to evaluate how well an organization practices PPM and identify the areas of improvement and the best practices to follow. In this article, you will learn what are the best practices for conducting a PPM maturity assessment and how to use the results to enhance your PPM capabilities.

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Raj Chopra

Delivery Director - Project and Product Delivery
Jaya Dhanagar

Assistant Vice President, Downstream Applications at CopperPoint Insurance Companies
Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial…

1 Define the purpose and scope

Before conducting a PPM maturity assessment, you need to define the purpose and scope of the assessment. What are the objectives and expectations of the assessment? Who are the stakeholders and sponsors involved? What are the criteria and metrics to measure the maturity level? How will the results be communicated and used? By clarifying these questions, you can align the assessment with the strategic vision and goals of your organization and ensure the relevance and validity of the data collected.

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Jaya Dhanagar

Assistant Vice President, Downstream Applications at CopperPoint Insurance Companies
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This is the most critical step, Stakeholder mappings, capturing Stakeholders viewpoint, capturing objective and Goals, critically clarifying roles and responsibilities, additional making sure on consensus on commitments. In case of gap or conflicts with Authorizing sponsor, capturing reinforcing sponsors. Need to make sure library of stakeholders viewpoint does not contradict on outcome to be achieved.

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Giovanni Sisinna

??Portfolio-Program-Project Management, Technological Innovation, Management Consulting, Generative AI, Artificial Intelligence??AI Advisor | Director Program Management @ISA | Partner @YOURgroup
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?? In my experience, defining the purpose and scope in PPM maturity assessments is paramount. ?? Clarified Objectives Set specific, measurable, achievable, relevant, and time-bound (SMART) objectives. They guide the assessment. ?? Stakeholder Engagement Engage stakeholders early. Their insights influence the assessment process and determine its success. ?? Metrics and KPIs Choose clear metrics and Key Performance Indicators (KPIs) that resonate with the organization's strategic goals. ?? Communicate Findings Establish clear channels for result communication to ensure proper assimilation and actionable feedback. ?? A well-defined purpose and scope guide the assessment, ensuring alignment with organizational goals.

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2 Choose a maturity model

A maturity model is a framework that describes the different stages of development and performance of a process or capability. There are various maturity models available for PPM, such as the Project Management Institute's Organizational Project Management Maturity Model (OPM3), the Portfolio, Programme, and Project Management Maturity Model (P3M3), or the Capability Maturity Model Integration (CMMI). You need to choose a maturity model that suits your organization's context, culture, and needs. You can also customize or adapt an existing model to fit your specific situation.

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Raj Chopra

Delivery Director - Project and Product Delivery
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If you are managing an Agile Portfolio, SAFe's Lean Portfolio Management competency assessment is an ideal choice. It covers 10 dimensions, including connecting the portfolio to strategy, establishing portfolio flow, and dynamic forecasting and budgeting. The assessment is highly comprehensive and gives you a detailed Radar chart by dimension, which you can use to develop your improvement plan. When using the model it is crucial to have experienced personnel run the assessment to ensure its correct usage and to achieve the desired outcomes.

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Jaya Dhanagar

Assistant Vice President, Downstream Applications at CopperPoint Insurance Companies
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True. Make sense to adopt a maturity model that is familiar to enterprise. Additionally, recommend 3rd party assessment at periodic intervals to validate the implementation of gaps identifying with internal assessment in addition to benchmarking to industry and competitors as well

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3 Collect and analyze data

The next step is to collect and analyze data on your current PPM practices, processes, and outcomes. You can use different methods and sources of data, such as surveys, interviews, focus groups, observations, documents, reports, or benchmarks. You need to ensure that the data is reliable, valid, and representative of your organization's PPM reality. You also need to analyze the data using appropriate tools and techniques, such as gap analysis, SWOT analysis, or root cause analysis, to identify the strengths, weaknesses, opportunities, and threats of your PPM maturity level.

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Raj Chopra

Delivery Director - Project and Product Delivery
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While collecting and analysing data is crucial, be careful not to overanalyse. Make sure it is focused on the objectives you are trying to achieve and why you want to improve. Ultimately, you are looking for an improvement plan that takes you in the right direction. Get a rough cut first and see if it allows you to make a reasonable assessment of the areas you need to focus on. If you need a second pass or to fine-tune, then do further analysis. You want to have the right balance between analysis and implementing the changes.

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4 Report and communicate results

After analyzing the data, you need to report and communicate the results of the PPM maturity assessment to the relevant stakeholders and sponsors. You need to present the results in a clear, concise, and actionable way, highlighting the key findings, insights, and recommendations. You also need to use appropriate formats and channels, such as dashboards, scorecards, reports, presentations, or workshops, to convey the results effectively and efficiently. You need to ensure that the results are understood, accepted, and supported by the stakeholders and sponsors.

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Raj Chopra

Delivery Director - Project and Product Delivery
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I find that a Radar chart that shows the scores (1-5) of each dimension you are measuring is very impactful when sharing the results with stakeholders

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5 Develop and implement improvement plan

The final step is to develop and implement an improvement plan based on the results of the PPM maturity assessment. You need to prioritize the improvement actions and initiatives that will have the most impact and value for your organization. You also need to assign roles and responsibilities, allocate resources, set timelines and milestones, and define measures and indicators for the improvement plan. You need to monitor and evaluate the progress and performance of the improvement plan and adjust it as needed.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best practices for conducting a PPM maturity assessment?

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1 Define the purpose and scope

2 Choose a maturity model

3 Collect and analyze data

4 Report and communicate results

5 Develop and implement improvement plan

6 Here’s what else to consider

Project Portfolio Management

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