Connecting Global Teams with 21st Century Project Collaboration: A Customer’s Story

© 2016 Planview, Inc. | 1

Connecting Global Teams with 21st Century Project CollaborationA Customer’s Story


• Welcome and housekeeping • About Mentor Graphics• Connecting Global Teams at Mentor with Projectplace• Questions

Agenda


M E N T O R G R A P H I C S

Brian Tharp, PMPIT PMO Manager


Company Profile• Mentor Graphics is a leader in Electronic Design Automation

(EDA). We enable companies to develop better electronic products faster and more cost-effectively using our software and hardware tools.

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Company Profile (cont.)• Mentor Graphics IT is a globally distributed, ~250 member

organization supporting 5,500+ employees located in 86 cities in 29 countries• Headquartered in Wilsonville, OR USA

• Our IT projects run the gamut:• Business application development• Strategic financial and business

initiatives• Global networks• Clients• Infrastructure

• Data centers• Information & physical security• Asset management• Facilities move/add/change support• And more…




What were the business drivers that led to your explorationof project collaboration solutions?




Business Drivers - ROI• Our groups within the IT department were siloed• Project collaboration and reporting varied by IT group, and

even between Project Managers• Task Management was done using MS Project, Excel and email• PMs owned everything, chasing down resources or drilling

through emails for data needed to update tasks and status • Project Collaboration was done with SharePoint, Google Drive• Good tools, but both require diligent PM oversight and

management • Not entirely intuitive for the uninitiated




Business Drivers – ROI (cont.)• Project Reporting was inconsistent, done using PowerPoint and ad hoc• Different tools, styles and practices resulted in uneven reporting

• Resource Management was done by the functional managers• No departmental or enterprise views of availability or commitment

levels• Project Prioritization was done at functional manager/function levels• No departmental or strategic alignment

• Portfolio Management essentially non-existent, each IT Group managing their own list and priorities• No means to comprehensively view of all the work, commitments and

constraints




What did your ideal project collaboration solution look like?




Business Drivers – ROI (cont.)• In June of 2014, our CIO charged us with the following

requirements for a 21st century PM Collaboration Tool:• Should be mobile, social, intuitive and have an engaging experience• Should be cloud based, out of the box with no customization• Should be flexible to track all projects, strategic to operational• Should eliminate email for project related activities and status

reporting• PM task force spent 3 months evaluating over 20 solutions and

trialed 3 products:• Asana, Basecamp, Jira, Podio, Projectplace, Trello, Wrike…




Who was involved in the selection processand why did you pick Projectplace?




Make-up and Roles of Evaluation Team• Core Team – Research, evaluate, rate and rank

solutions• 4 IT Project Managers• 1 IT Executive Assistant• 1 IT Service Management Director

• Executive Sponsor – Review results, decision• CIO




Why Projectplace by Planview Vs. Competition?

• Projectplace “Ticked all the boxes” for collaboration, task management, mobility and ease of use




What have the impacts been?




Value Achieved To Date• Introduced a common tool and language, made everyone a “PM”• Universally adopted across IT for all projects > 100 hours• Portfolio views enabled cross-departmental project visibility to health and

status• Teams now organize and collaborate on “non-projects” such as event

management, personnel recruiting, operational maintenance, personal “to do” lists, etc.

• Now globally adopted by our Worldwide Facilities department, one Product Engineering division, Global Customer Support and 2 Sales Divisions

• Other business stakeholders invited into IT projects are continually expressing interest for their departmental use




Some Numbers• 491 users• 473 projects• 143 “non-projects”

• 16 Departments / Groups




How has Projectplace become part of the new way of working at Mentor Graphics?




Product Capabilities Deployed • Templates• Mobile apps• Single Sign-On• Portfolios• Workload• Document Management• Planview Enterprise integration




Template: For DummiesView the On-Demand Webcast!



Template: Standard, IT PLCView the On-Demand Webcast!



Template: AcquisitionView the On-Demand Webcast!



Template: Development and ReleaseView the On-Demand Webcast!



The Mobile App!View the On-Demand Webcast!



Portfolios• High level views of

projects• Flexible; 1 to many• Natively used in CIO &

Business management reviews




Workload• By dept., by resource




Other Use CasesView the On-Demand Webcast!



Any “happy accidents” or unforeseen benefits?




Unique Story Of Interest • Manager-on-Call• Mentor’s business-critical systems are monitored 24 x 7 x 365.

Issues can and do occur that sometimes require off-hours management and escalation.

• Mentor IT has a rotating schedule where each IT Manager owns the management of these issues and communication to the larger IT Community and critical system stakeholders.

• Collaboration to date has been executed through the use of email and Microsoft Yammer. Yammer, over time, has fallen out of favor and use.

• Projectplace was a no-brainer, fulfilling the basic collaboration needs plus the mobile, update-from-anywhere functionality and the ability to schedule the on-call rotations.




In Closing – Value Recap

Unified views of status, commitments and priorities across departments and projects

Fulfilled unexpected use cases like event planning, meeting coordination and

managing off-hours operational escalation and collaboration

Replaced use of legacy systems (MS Project, Excel, SharePoint, Yammer, email) with a single tool and common language for projects,

enabling everyone to become a “PM “

ROI

Eliminate email for project-related activities Provide a “21st century PM collaboration tool”

-- mobile, social, intuitive, engaging experience

Drive consistency in project collaboration and reporting

Lack of a comprehensive view of all work, commitments, and constraints

Busi

ness

D

rive

rs




What’s Next• Planview Enterprise • Maturing Integration with Projectplace• Communicating and educating our users on best-practice,

managing through the limitations• Championing PV to implement enhancements and improvements

• Projectplace• Conduct monthly user-group forums to foster consistent best

practice, build a culture of power users




Q&AView the On-Demand Webcast!



T H A N K YO U

Brian Tharp




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Connecting Global Teams with 21st Century Project Collaboration: A Customer’s Story