If you’re reading this article, chances are I don’t need to make the case for a project and portfolio management tool, you already understand the business benefit of it, just like you don’t need convincing of the value a PMO can bring to the organisation. Whether it takes the form of the Centre of Excellence, an EPMO, or even a PSO, one of the key roles the PMO has to play is in helping the organisation build best practices and communities.

Now we’re all on the same page, let’s talk about how technology can help facilitate that.

A PMO portal is likely to be deployed as part of your PPM tool implementation. The PMO Portal sits alongside your instance of Project Online/Project for the Web as a separate site, built on modern SharePoint, badged as an area for members of the Project Management community within an organisation to discover and share best practice.

In this article, I’ll suggest a number of ways you can make some simple enhancements to derive more value from the PMO Portal and support user adoption of your PPM tool in the process.

Some of the standard features of the PMO Portal we typically recommend include:

Project Management Community News

Keep the community in the loop as well as engage them with important or interesting stories by using the News feature. Using News, you can quickly create eye-catching posts.

Meet The Team - PMO Portal Feature

Meet the Team

Use the People web part to easily share with the community who’s in the PMO team, what they are responsible for and how users can contact them.

Upcoming Events

Use the Events web part to display upcoming events.

Centralised Lessons Learned and Benefits Tracker in PMO Portal

Centralised Lessons Learned and Benefits Tracker

In some organisations, Lessons learned documents are often stored in isolation, normally on a shared drive or in some form of project library. Providing a dedicated repository within the PMO Portal will ensure lessons learned are stored centrally which aids with retrieval.

Templates and Guidance

Use the document library as a one-stop-shop for all your PPM Templates and Guidance documentation.

Why not go further and consider some, if not all, of the following feature enhancements you could implement:

Idea Generation

Whilst the official pipeline sits in Project Online under the PWA site collection, you may prefer to restrict access to a limited group to ensure this pipeline remains a focused list of ideas that have gone through some form of formal evaluation. It’s from here that, typically, the PMO/Portfolio Managers have the ability to convert a pipeline item to a project once approved/ ready to commence. Restricting access to the pipeline will also avoid all ideas hitting your PPM system.

Instead, you can use the PMO Portal to host an ideas hub. Encourage innovation by enabling any member of the community to submit an idea, regardless of their position in the organisation. From here, your ideas can be reviewed and rated and the shortlisted items can then later be transferred to the official pipeline in Project Online using a Power Automate Flow.

Project Management Methodology

Work with Wellingtone to build your organisation’s project management methodology/delivery framework within the portal. Support Project Managers and drive standardisation as the tool maps out the delivery lifecycle and serves as a repository of guidance documents and templates customised for different engagements depending on the agreed governance processes.

Project Management Methodology

Integrate with MS Teams

The PMO Portal is built on ‘modern’ SharePoint which allows for seamless Microsoft Teams integration. If members of your project management community are more familiar with Teams then why not embed the full site or aspects of the portal in a connected MS Teams site.  If not the full site, what about the Ideas list or the Lessons Learned log?

Integrate with MS Teams in PMO Portal

The relationship between SharePoint and Teams reduces the need to open multiple applications at once and streamlines the file sharing and collaboration process.

Embed your Portfolio Reports

Embed your Portfolio Reports

With the Power BI report web part for SharePoint Online, you can easily embed interactive Power BI reports in SharePoint Online pages

Members of the community will see the report/s when they visit the portal. However, note that a user must have access to both the SharePoint Online site (i.e. the Portal) as well as the Power BI Report to view the report.  To put it another way, the user must have access to the report if they were to navigate to it in the Power BI UI – embedding the report in SharePoint Online does not automatically grant access to the report to all users.

Also, note that the Power BI report web part requires all the viewers to have a Power BI Pro license.

PPM Tool Feedback

Increase adoption by encouraging feedback on the tool. One solution – use a simple SharePoint list to capture/track feedback and build this into your Continuous Improvement processes.

Show that you’re listening to the community and that their feedback is being used to drive change.

FAQs in PMO Portal

FAQs

Save time and reduce email traffic by providing an FAQ page/section of the portal that acts as the first point of reference for project management community members, or PMO “customers” to explore. It will help them to find answers to questions that they would otherwise be contacting PMO team members about on an individual basis.

Treat the FAQ page/section as a living, breathing resource that should be updated regularly. Every time a “customer” asks the PMO a question, decide whether it is something that other “customers” / community members may ask or find interesting and useful to know.

Next Steps

If you would like to discuss how some of the features discussed in this article could benefit you and your organisation, then please get in touch to speak with one of our Consultants today.

Learn more or arrange a demo

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