TS@Asia - Team SYNthesis as the Project Portfolio, Performance Mgt, KPI, Business/IT Process Management & Governance Tool of Choice

1. Your Strategic BPM Tool of Choice …
Commercial-in-Confidence

2. The Project Portfolio Management-
cum-Business/IT Process
Management & Governance Tool of
Choice
The future belongs to those who see the possibilities before they become obvious …
John Sculley, Former Apple Computer’s CEO
Commercial-in-Confidence

3. What is Team SYNthesis (TS)
• Team SYNthesis (TS) is an integrated business
process and Programme and Project Management
(PPM/PMO) tool
• A backbone to formulate the best-practices
project management to enforce standardized
processes & procedures
• Focus on deliverable-based, outcome-centric
projects from end-to-end strategy-to-execution
activity management and monitoring
• Critical events and exceptions are escalated via
Early Warning System to promote proactive
actions and make things happen
• Integrated tool to flow information to the relevant
people at the right time – Workflow & Web-based
Commercial-in-Confidence

4. TS Key PPM Modules
Resource Cost
Risk Mgmt
Human Management Management
Resource
Customer Care Quality
Programme &
& Sales Mgmt Management
Project
Management (PPM) Procurement
Service Request Doc
Management
Mgmt
Admin
Management
Communications
Scope Time
Management
Management Management
Dashboad
& KPI
Project Integration & Control
Quality & Process Monitoring EWS &
Reporting
Compliance Performance Proactive
Auditing
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5. Project Cycle Integrated View
Project Portfolio Track Activity Status
Project Plan (WBS) Weekly Progress Report
Resource Planning Identify Issue/Risk
Financial Budget Change Management
Deliverables Assignment Cost Management
Checklist Compliance
PLAN Project Metrics
(Information,
MONITOR
Planning &
Organization,
IT Resources)
Closed Loop
Management
Cycle
EXECUTE
Update Activity Status
(Acquisition &
Implementation, Review Project Plan
Delivery &
Resolve Issue/Problem
Support)
Mitigate Risk
Perform Deliverables
Programme/Project Methodology with Predefined Deliverables,
EWS, Workflow & Escalation
Commercial-in-Confidence

6. Programme/Project Management Tool
Team SYNthesis provides 5
perspectives in terms of managing
a project:
• Project Executive Management
Provides a bird’s eye view of project status.
• Project Management
Supports day-to-day project management activities.
• Project Deliverables
Provides a framework of guidelines, best practices,
samples, templates and other resources to ensure
projects are managed up to the standard and
efficiently guided.
• Project Financials
Supports some financial processes involved in
projects.
• Project Information
Essential to setup Portfolio, schedule & resources.
Allows the project entity to be managed.
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7. Project Finance
From a financial perspective, Team SYNthesis supports Project
Managers through the following:
• Project Budget. Budgets are created for different
categories of expenditure (e.g. hardware software).
Workflows exist for budget extension.
• Purchase Requisition. PMs can raise purchase
requisitions (PR) that tie in to the project budgets.
Amounts are booked when the PR is raised. The
booking is only converted into actual amount spent
when the PR is fulfilled. The PR system also integrates
seamlessly with the inventory system.
• Project Inventory. A mini inventory allows PMs to
reuse idle resources from other projects. The inventory
is automatically populated by the PR system.
• Project Billing. Billing schedules are created and
managed in this system. Reminders ensure that all
parties remain focused on the cash inflow. Bill payment
status is also recorded to provide accurate information
on a project’s billing status.
Commercial-in-Confidence

8. Project Lifecycle
The lifecycle contains collective
phases to provide better
management control and
standard practices to guide the
project team in delivering the
project. The PM will choose the
predefined processes with
associated deliverables that
appropriately fit the project.
TS allows Process Owner or QA to define latest high-level processes as central of
best practices and governance control to guide the project team on what steps to
follow and deliverables (checklist & document) to achieve from project cycle.
Commercial-in-Confidence

9. Enabled Programme Management Office
(PMO) Framework
Horace
If matters go badly now, they will not always be so …
On-going Project Scope, Knowledge & Master Plan
Management & Integration Contract and Critical Path
Support Management & Time Management
Programme
Strategy, Objective &
Cost & Budget
Plan & ROI Management Enabling Tool
Tracking
Programme Issue, Risk, Quality &
Resource Mgt (HR,
Communications Change
Procurement, Appraisal)
Management Management
An integrated PMO-Management Audit Tool …
avoid spending too much time measuring, focus on doing
Commercial-in-Confidence

10. Project Integration Management
M anpow er Fulfillm e nt
Sc ore %
No. of Headcount
Service Deliv ery 40
30
Financ ial 20
54%
Perf orm anc e
90% 10
Biz Optimization 0
Q1 Q2 Q3 Q4
70%
Human Capital
30% Quarte r
60%
Interf ac e
Requested Actual
Staff Competency
Staff Training Staff Overall Performance
12
Competency Level
80
4
10
No. of Training
8 3 60
6
2
%
40
4
1
2 20
0 0
0
2004 2005 2006
Q1 Q2 Q3 Q4
2004 2005 2006
Ye ar
Quarte r 2006 Year
Target A ctual
TS helps integrate the Programme and Project Management (PPM) processes to
accomplish project objectives by monitoring and controlling project charter and
project plan. It allows portfolio-programme-project-sub project level tracking
Commercial-in-Confidence

11. Project Scope Management
TS generates WBS from the pre-
defined standard practices to
complete the project delivery
activities (Initiation, Scope
Planning, Scope Definition,
Scope Verification, Scope Change
Control). Project scope is
tracked. Changes are managed
through automated workflow for
evaluation, approval and
execution (via CCB or any
established project mechanism)
Commercial-in-Confidence

12. Project Time Management
TS helps PM to schedule project activities, identify and track dependencies. It interfaces
bidirectionally with MS Project but has its own native web scheduler. It has an integrated
timesheet system and calculates SPI. It allows PM to calculate timeline ETC, EAC
Commercial-in-Confidence

13. Project Cost/Budget Management
TS supports Resource Planning, Cost Estimating, Cost Budgeting and Cost
Control activities and provides project financial variances between budgeted and
actuals. Cost Performance Index (CPI) is auto computed based on Earned Values
management –ETC, EAC, Cost variances. TS is IFRS-compliant.
Commercial-in-Confidence

14. Project Quality Management
TS helps in executing quality planning, assurance and control activities. It supports
3-prong QA approach (project, peer, external), institutionalizing checklist and
ensures quality responsibility to all stakeholders. It monitors compliance to quality
procedures and meeting of the pre-defined quality standards.
Commercial-in-Confidence

15. Project HR Management
TS helps PM to allocate the right-skilled resources and provides latest resource utilization &
availability (integrated with Leave). Project team hierarchical structure is provided to
facilitate progress reporting and timesheet submission & approval. Overall, TS helps in
Organizational Planning, Staff Acquisition, Team Development and Managing Staff Appraisal.
Commercial-in-Confidence

16. Project Communications Management
TS promotes closed-loop communication among
project team members as well within the project
team eco-system. Features include Feedback
Management, To-do Assignment and Early
Warning (EWS) designed to promote proactive
actions covering all aspects of Communications
Planning, Information Distribution, Performance
Planning and Administrative Closure.
Commercial-in-Confidence

17. Project Risk Management
TS manages risk
mitigation throughout the
project. It helps to
decrease the probability
and impact of events
adverse to the project. It
tracks Risk Identification,
Risk Quantification, Risk
Assessment, Risk
Response Development
and Risk Response
Control.
Commercial-in-Confidence

18. Project Procurement Management
TS manages the process to purchase or acquire the resources or services needed
to deliver the project. Approval workflow is provided to capture from Request to
final Approval stages. In addition, TS provides project-based inventory tracking
for asset management and maximization purposes. TS allows Outsourcing
Planning, Solicitation Planning, Solicitation, Source Selection, Contract
Administration, Contract Close-out, Managing Sub-Contractor & Vendors
Commercial-in-Confidence

19. How TS will help PMO?
• Project Support: Provide guidance to project
managers and team member
• Project Methodology: Develop and
implement a consistent and standardized
process
• Project Mentoring: Advise project team on:
• Implementation Strategies
• Project Planning (Scope, Time, Cost,
Communication)
• Quality Assurance
• Risk Management
• People Management
• Critical Resource Management
• Procurement Management
• Technical Standards
Commercial-in-Confidence

20. How TS will help Project Manager?
• Define Project Organization structure
• Acquire Project team with relevant skilled
professionals
• Establish and manage Project Scope &
Budget
• Define PM processes and map into Work
program
• Review and approve deliverables produced
by project team
• Conduct weekly progress report (issues,
risks, changes, QA), status and budget
review
• Capture and escalate issues with early
warning
• More … your personal 24x7 virtual assistant
Commercial-in-Confidence

21. TS Technical
Architecture
- Open database (MS SQL Server)
- Web-based Solution (XML-based)
- Licensing by Module/Server (unlimited user
licenses)
Commercial-in-Confidence

22. Team SYNthesis Technical Architecture
TS relies on the following key components to achieve
the desired objectives:
1.A data repository for storing information
2.A workflow engine to allow collaboration
3.A messaging system for communication
4. Information systems to automate process flows.
Commercial-in-Confidence

23. Team SYNthesis Technical Architecture
Commercial-in-Confidence

24. Team SYNthesis Technical Architecture
HARDWARE REQUIREMENTS
Processor Pentium III or compatible @ 1000MHz
Memory 512 MB RAM
Hard Drive 4GB for Windows partition and 16GB for data
Network Card 10/100 Mbps Ethernet Card
Backup Tape Drive or other backup solution
Install Media CD-ROM or DVD drive
Other Keyboard, Mouse
SOFTWARE REQUIREMENTS
Operating System Microsoft Windows 2000 Server (SP2)
Web Server IIS 5.0 (included in Windows 2000)
Database Server Microsoft SQL Server 2000 (SP2)
Crystal Decisions - Crystal Reports 8.5*
Others
SMTP mail server
Microsoft Office 2000
Microsoft Project 2000
Commercial-in-Confidence

25. Contact US
Your Make-Things-Happen Team:
TAN Chee Peng, tancp@teamsynthesis.com, +65-9781-0218
Harry LOW, harrylow@teamsynthesis.com, +65-9011-6319
David THEAN, theancl@teamsynthesis.com, +6012-308-7188
Dr LIM Chia Ni, limcn@teamsynthesis.com, +6016553-6003
Joyce WONG, wongmc@teamsynthesis.com, +6012-219-3284
Liz YAU, yausn@teamsynthesis.com, +6012-306-8728
Ashvin PUDARUTH, pudarutha@teamsynthesis.com, +230-256-3090
Naina CHONG, chongky@teamsynthesis.com, +230-256-2040
Andre HOFFMANN, hoffmann@teamsynthesis.com, +27 78 8002686
Stephanie BUDLENDER, budlenders@teamsynthesis.com, +27 82 4468595
The future belongs to those who see the possibilities before they become obvious …
John Sculley, Former Apple Computer’s CEO
Commercial-in-Confidence