Gather functional, integration and reporting requirements from portfolio and delivery stakeholders.
Project Management
Selecting and Implementing Project Portfolio Management Software
Run a structured selection and implementation process for project portfolio management software, from requirements gathering through vendor evaluation to organisational rollout.
🗓️Duration5 training days
📚Content4 modules · 8 sessions
🎓On completionAccredited attendance certificate
About the programme
Course Overview
Organisations often select project portfolio management software based on a polished vendor demonstration or a peer's recommendation rather than documented requirements, and the result is frequently poor adoption and licences that quietly go unused. This course gives PMO leaders, procurement specialists and portfolio managers a structured alternative. It covers gathering functional, integration and reporting requirements from portfolio, finance and delivery stakeholders, structuring a vendor evaluation with weighted scoring and proof-of-concept testing on real data, and planning data migration, configuration and organisational rollout to secure genuine adoption rather than compliance in name only. Teaching uses requirements workshop practice and vendor scoring exercises built around realistic evaluation criteria. Participants leave with a requirements specification and an implementation roadmap ready to guide an actual selection process.
Expected Learning Outcomes
Structure a vendor evaluation using weighted scoring criteria and proof-of-concept testing.
Assess software options against integration needs with finance, HR and collaboration systems.
Plan data migration and configuration from existing tools or spreadsheets into the new system.
Design a rollout plan that sequences pilot groups before organisation-wide implementation.
Address user adoption barriers through training, champions and configuration simplicity.
Evaluate post-implementation performance against the original business case and requirements.
Who Should Attend
PMO leaders responsible for selecting a portfolio management platform.
IT procurement specialists managing software vendor evaluation processes.
Portfolio managers who will depend on the selected system for reporting and governance.
Business analysts gathering requirements for enterprise system implementations.
Change managers planning adoption of new tools across delivery teams.
Finance business partners integrating portfolio data with budgeting and reporting systems.
Course Modules
Select any module to see its sessions and points.
01Gathering Requirements That Reflect Real Needs
2 sessions · 8 points
Session 1Requirements Workshops with Portfolio and Delivery Stakeholders
- Facilitate requirements workshops covering portfolio governance, resourcing and reporting needs.
- Distinguish must-have requirements from desirable features to avoid over-specifying the solution.
- Capture reporting requirements in terms of decisions the reports must support, not just data fields.
- Validate draft requirements with a cross-section of intended users before finalising them.
Session 2Integration and Data Requirements
- Identify integration requirements with finance, HR, time-tracking and collaboration systems.
- Assess current data quality and structure in existing tools that will feed the new system.
- Define data ownership and governance rules the new system must support or enforce.
- Document non-functional requirements covering security, access control and scalability.
02Structuring a Rigorous Vendor Evaluation
2 sessions · 8 points
Session 1Building a Weighted Scoring Model
- Design a weighted scoring model that reflects the relative importance of gathered requirements.
- Shortlist vendors using published market research and structured request-for-information responses.
- Prepare evaluation scripts that test vendors against realistic organisational scenarios.
- Involve a representative panel of evaluators to reduce bias in vendor scoring.
Session 2Proof of Concept and Reference Checking
- Run a proof-of-concept trial using real portfolio data rather than vendor demonstration data.
- Test critical workflows, including resource allocation, status roll-up and reporting, during the trial.
- Conduct reference checks with organisations of similar size and portfolio complexity.
- Compare total cost of ownership across licensing, implementation and ongoing support.
03Planning Data Migration and Configuration
2 sessions · 8 points
Session 1Migrating Data from Existing Tools and Spreadsheets
- Plan data migration scope, deciding what historical data is worth carrying into the new system.
- Cleanse and standardise source data before migration to avoid propagating existing errors.
- Test migrated data thoroughly against source records before decommissioning legacy tools.
- Define fallback procedures if migration issues delay the planned go-live date.
Session 2Configuring the System to Match Governance Needs
- Configure workflows, approval stages and permissions to reflect actual governance processes.
- Avoid excessive customisation that complicates future upgrades and vendor support.
- Build reporting dashboards aligned with the decisions identified during requirements gathering.
- Test configuration with pilot users before extending it to the wider organisation.
04Rollout, Adoption and Post-Implementation Review
2 sessions · 8 points
Session 1Sequencing a Phased Rollout
- Sequence rollout starting with a pilot group representative of the wider user population.
- Gather pilot feedback and adjust configuration before organisation-wide deployment.
- Plan training formats matched to different user roles and system usage levels.
- Identify and support champions who can model effective system use within their teams.
Session 2Sustaining Adoption and Measuring Success
- Address common adoption barriers, including duplicate data entry and unclear ownership of updates.
- Monitor usage metrics to identify teams or functions falling behind in adoption.
- Evaluate post-implementation performance against the original business case and requirements.
- Plan periodic system reviews to reassess fit as portfolio needs and vendor offerings evolve.
What the participant receives
4 course modules
A structured syllabus
8 training sessions
across 5 days
32 detailed points
Applied, detailed content
Accredited attendance certificate
On completing the programme
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