A feature of my recent blogs has been how to choose the right PPM tool for your organisation. Too often, I have seen a glitzy tool that has been chosen and the organisation has years of painful implementation ahead of them. And some just abandon the toolset. So assuming that you have picked the tool that is right for your organisation, you now need to plan its implementation. In your tendering process you should have understood from the vendor their preferred approach to implementation and what support they will give you to ensure that the toolset is successful. We need to remember that PPM tools are often bought for a minimum of 3 years so you have plenty of time to repent if you choose the wrong one.
At a recent bid that we were doing for our PPM tool, PM3, we were asked about our change management approach to implementing PM3. I was delighted by this question as it is so important but so infrequently asked. Typically, selection is focused on a myriad of functionality that is ‘needed’ by the organisation. These needs are often a wish list and hardly ever prioritized into MoSCoW categories. Many PPM tools have very similar functionality so an important selection criterion should be assessing the change management approach from the Vendor and the level of support that a vendor can provide you.
I do have some warnings here. There are many PPM tools in the marketplace but some are literally one-man bands. We recently replaced an incumbent tool at a FTSE 100 company that was using a PPM tool from a supplier that had one employee! They had no support, one release every 18 months and, apart from a little initial training, no further support or training were offered. Unsurprisingly, this tool was quickly abandoned.
You also want to select an organisation that is financially stable. To find out the financial strength of a company, check their financial position on Companies House or use this website that presents Companies House data in a user-friendly format.
The other extreme is the large multi-national vendor that is usually based in America and has sales offices in the UK. They can offer good support but the ‘sales offices’ are targeted at sales, not on-going support and, If this has to come from another continent, it may not suit you.
Change Management Approach
There are probably PPM tools in the marketplace that have more functionality than our PPM tool, PM3, but few organisations adopt our approach to implementing a PPM tool. Our approach is summarized below:
In my view, these change management activities are so important to releasing the benefits of a tool like PM3, it is essential that when you select your PPM tool the vendor can support you in managing this change.
If there is a choice between a slightly better tool coupled with poor change management and a tool that is not as functionally rich but it is implemented successfully using good change management, I would always opt for the latter!