Project Portfolio Checklist

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1. Setup.
   • Evaluate your operational environment to define strategic goals your organization wants to reach.
   • Be sure each of the goals is relevant to the organization’s vision and mission.
   • Identify how the goals relate to each other and whether they can be grouped into categories by certain attributes (e.g. execution time, benefits, scope, others).
   • Review the extent and types of work the organization performs.
   • Identify how goal categories are linked to work.
   • Combine each goal category and relevant pieces of work into a project.
   • Define all necessary projects that your organization needs to run to complete strategic goals and perform all types of work.
   • Regard those projects as components of your portfolio.
   • Develop a portfolio mandate document that explains the extent, components and size of your portfolio.
2. Planning.
   • Identify the total amount of work for every individual project in your portfolio.
   • Break down project work into smaller pieces, such as phases, activities and tasks.
   • Develop a plan for every project to define how activities and tasks are linked to each other and how they’re sequenced.
   • Define and estimate all types of project resources (funds, people, technology, time) required to perform all portfolio projects.
   • Develop a timeline for every project.
   • Create a portfolio schedule that is based in individual project timelines.
   • Outline portfolio budget in individual project cost estimates.
   • Select candidates to project teams.
   • Establish a project office that will provide oversight and strategic direction to all projects.
   • Allocate managers and their deputies to all projects.
   • Set reporting rules and identify communication channels.
   • Negotiate procurement activities with contactors and suppliers.
   • Develop a risk mitigation strategy.
   • Make a list of deliverable acceptance criteria.
   • Conduct the kick-off meeting to discuss the project plan and agree on project launch.
3. Execution.
   • Engage project teams in performing tasks and activities according to project plans.
   • Receive and review change requests.
   • Request the project office for portfolio governance and control.
   • Review current issues and develop solutions.
   • Manage authority delegation and project re-assignment to ensure balanced portfolio implementation.
   • Conduct status meetings to review individual project progress and overall portfolio progress.
   • Measure team performance and efficiency.
   • Review deliverable status against acceptance criteria.
   • Conduct a post-implementation meeting to summarize all the work done and state about project portfolio completion.
   • Re-work project plans if the meeting states about failure of at least one project within the portfolio.
4. Harvest.
   • Report portfolio status to the project office and key stakeholders.
   • Confirm the portfolio (incl. individual projects) is completed so expected benefits of every individual project are realized and available now for review and analysis by the customer.
   • Approve change to the portfolio if the customer requests for some necessary improvements.
   • Develop detailed guidelines and procedures for implementing the improvement process.
   • Identify efficiency opportunities that project teams can gain from the improvement process.
   • Perform the process to make the portfolio more optimized and improved.
   • Report on portfolio completion to the customer when the portfolio is done.
   • Receive deliverable acceptance approval from the customer.
   • Celebrate success of your project portfolio.
   • Perform a lessons learned meeting ...

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