Enterprise Project and Portfolio Management (EPPM) Service FrameworkPresentation to Public Service Project Management Network

Paula Flanagan, OGCIO

03/09/2019

2 Rialtas na hÉireann | Government of Ireland

Agenda

• What is EPPM?

• Why an EPPM Service Framework?

• Tender Update – Cloud Hosted EPPM Service

• Framework Roles & Responsibilities

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What is EPPM?

Software application for Enterprise, Project and Portfolio

Management

• Provides the control, governance and insight required to identify

and prioritise projects that align to strategy.

• Guides and supports project teams to deliver their projects using

agreed methodologies, approaches or practices.

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Benefits of EPPM Software

• Comprehensive list of all projects• Real time, up to date reporting• Document management • Enables a robust and supportive

project governance process• Collaboration for cross team

working and knowledge sharing• Facilitates adoption of project

management methodologies• Improves project management

efficiency• Creates a knowledge management

framework

Why an EPPM Service Framework?

Enterprise Project Portfolio Management Framework Overview

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Why a Framework?

• Eliminates need for an

individual PSB tender process

• Value for money with shared

economies of scale

• Collaboration with using the

same EPPM application

• Streamline on-boarding

• Shared learnings and support

• Mobility of staff across PSBs

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Provide a procurement framework to enable PSBs to access an EPPM service with the required functionality and associated

services in an easily accessible manner that will embed project and programme management across PSBs.

The EPPM Service facilitates both internal and cross-organisation projects.

Framework Mission

EPPM Cloud Hosted Service FrameworkTender Overview

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EPPM Tender Overview

• EPPM Service

• National Framework

• Cloud Hosted

• Single Supplier

• Direct Draw Down

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Tender Status

Complete

• Requirements gathered

• Evaluation team assigned

• Tender documentation drafted

Complete

• OGP Peer Review

• Tender documentation updated

In progress

• CSSO Review

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EPPM Business Requirements• Flexible, configurable EPPM Service

• Same version of the EPPM’s software.

• Value for money with economies of scale shared by all.

• PSBs EPPM environment, and data contained therein, securely

separated/ segregated from other customers.

• Secure logical segregation of the data owned by each PSB.

• Each PSB has access to and control of their own data.

• PSBs can work collaboratively across PSBs.

• One overall EPPM login.

• User Acceptance Test (UAT) of major software releases.

• A core base build to assist with collaboration (option of adopting).

• PSBs invoiced separately, and directly by the supplier.

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Service Performance Evaluation (SPE)PSBs participating in the SPE will include a small defined number of users from:

• Dept. of Public Expenditure and Reform (OGCIO PMO and the Investment Projects and Programmes Office),

• The HSE• Dept. of Health• Dept. of Justice and Equality• Dept. of Education• TU Dublin• Dept. of Foreign Affairs and • The Office of the C&AG• Central Statistics Office

• The OGCIO will project manage the SPE phase

Framework Roles & ResponsibilitiesEPPM User Group

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Key Roles

OGP

Contracting Authority with responsibility for the management of the

procurement, commercial and operational functions of the framework

including vendor relationship management.

OGCIO

OGCIO will be responsible for the technical and certain administrative

functions of the Framework.

EPPM User Group

Governance and collaboration working group.

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EPPM Framework Governance Model

EPPM User Group

Local PSB1

Administrator

End user End User

Local PSB2

Administrator

Local PBS3

Administrator

End user

Oversees Framework

Defines & Approves Base Configuration

Tracks Framework Spending / Licence arrangement.

Co-ordinates User Acceptance Testing and release deployments

Summarises Inter Portfolio Status and Lessons Learned

Roadmap engagement with Service provider

Centre of Excellence – creates a knowledge management framework

Manages Local on-boarding to the EPPM Service Framework

Approves local licence requests.

Approves any changes to base configuration for local need.

Approves cross PSB project access

Generates Portfolio Reports for Cross PSB Sharing

Manages internal projects

Manages internal governance

Manages payments to supplier

Proactively keeps their projects up to date

Makes requests for licence or configuration changes to Local PSB

Administrators.

PM Generates Project and Programme Reports

EPPM Framework Project Board Provides Strategic Direction.

Approves Tender Release / Selection

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EPPM User Group

• Governance and ownership for using the EPPM Service

• Current Members • Paula Flanagan (Chair) – OGCIO• Edelle Boles - OGCIO• Andrew Kelso – TU Dublin• Caoimhe Casey – HSE• Audrey NiChaoindealbhain – Dept. of Health• Michael Gaffney – CSO• Fiona Hughes – Dept. of Justice and Equality

• Membership open to all EPPM Framework Clients

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Key Deliverables

• Glossary of Terms – common practical language

• Toolkit – templates branded with Government Identity guidelines

• Hive site Project Portfolio Programme Management Templates

• Work Flows in Base Configuration

• Based on Project Management Handbook for the Public Service

• User Acceptance Test Management

• EPPM Implementation Approach

• EPPM Service Framework Governance

• Risk Management Framework

Contact Paula Flanagan, Head of PMO, OGCIO

paula.flanagan@per.gov.ie