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2009

Project Portfolio Management


Alternatives Results &
Recommendation Report

Joe Armenta | Jay Nath


CCSF-DT
6/1/2009
PPM Alternatives Results & Recommendation Report
6/24/2009

Table of Contents

Introduction...............................................................................................................3
Executive Summary....................................................................................................3
Recommendation Summary.........................................................................................4
Evaluation of Alternatives.........................................................................................4
Evaluation Methodology..............................................................................................4
PPM Alternatives Descriptions......................................................................................5
Conclusion.................................................................................................................6
Appendix A................................................................................................................8
TOTAL COST OF OWNERSHIP....................................................................................8
Appendix B..............................................................................................................13
SURVEY OF FUNCTIONAL EVALUATION CRITERIA.......................................................13
Appendix C..............................................................................................................17
FUNCTIONAL EVALUATION MATRIX..........................................................................17
Appendix D..............................................................................................................21
City Services Auditor Project Management Software Solution Evaluation Spring 2008 ...21
Appendix E..............................................................................................................28
VENDOR QUOTE INFORMATION ..............................................................................28

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Introduction
This is an evaluation with recommendations report for the Office of the CIO, which had
indicated the need for a review of cost alternatives for a Project Portfolio Management (PPM)
software application. A PPM application assists DT Management to view, analyze and
collectively manage all current or proposed projects, or groups of projects, across the
organization. Our objective is to identify suitable applications with the optimal Total Cost of
Ownership (TCO), as well as the best functional fit with our business and technical
requirements.

Executive Summary
DT’s Project Management Office (PMO) currently is using PRODUCT W for DT’s PPM
application. It is the central repository of all projects for which DT is responsible, including
COIT projects. This is what we call our “Book of Business”. However, the high-cost of the
PRODUCT W solution prompted DT to evaluate possible alternatives. To this end, Blair
Adams, DT’s Chief Technology Officer, and Chair of the COIT Performance Subcommittee,
undertook a project to accomplish this.

So as to establish a set of objective functional criteria by which to evaluate possible


alternatives, a voluntary web survey was sent out to IT Managers across the City (Appendix
B), and from the responses a weighted functional evaluation matrix score sheet was derived
(Appendix C). Since it was decided that cost should be the most heavily weighted important
to consider all aspects of costs, a method to calculate Total Cost of Ownership was identified
and adopted as well (Appendix A). Along the way, a number of candidate solutions were
identified, and based on a research-driven selection process; four finalists were evaluated
and ranked as follows:

1. PRODUCT Z

2. PRODUCT Y

3. PRODUCT W

4. PRODUCT X

Note that this report does not preclude a more formal RFI/RFP process in the future.

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Recommendation Summary
Based on the weighted scores from our evaluation matrix (Appendix C), our
recommendation is to test PRODUCT Z, on a 90-day trial basis.

Evaluation of Alternatives

PRODUCT X PRODUCT W PRODUCT Y PRODUCT Z


498.47 570.13 697.73 736.20

Evaluation Methodology

We began by gathering the business needs of those in DT who are currently using PRODUCT
W (PMO, COIT Staff, and PMs), as well as those in DT who are seeking similar functionality
(Contracts Section). From this a list of functional requirements was developed, and a
voluntary web survey was sent out to IT Managers across the City (see Appendix B), which
asked respondents to assign relative weights to each requirement. From the survey
responses a weighted functional evaluation matrix score sheet was derived (see Appendix
C).

Since it was decided that cost should be the most heavily weighted important to consider all
aspects of cost, a method to calculate Total Cost of Ownership (TCO) was identified and
adopted as well (see Appendix A). We made every effort to obtain cost information that was
as accurate as possible from vendors, as well as from DT’s relevant known internal costs.
When direct vendor cost quotations could not be obtained in a timely manner, cost
estimates were extrapolated from similar vendor sources. Costs were examined for two
modes of service: 1) On-Demand/Software-As-A-Service (SaaS), which is remote hosting by
the vendor; and, 2) On Premises/In-House hosting by DT.

After preliminary discussions with the alternate vendors, each one was then asked to demo
their solution to PMO Director Joe Armenta and R&D Manager Jay Nath, and each
performance was rated against our functional evaluation matrix score sheet. Since we are
currently using PRODUCT W, we were able to evaluate this ourselves. Finally, the Criteria
Weights derived from the survey were applied, and the final weighted scores were
calculated (Appendix C).

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PPM Alternatives Descriptions

PRODUCT X

PRODUCT X is an extended version of Product Q, using Windows SharePoint Services and


Web Access. PRODUCT X stores project information in a central database. The Project
Center supports reports across an organization at the project level. A Project Administrator
can control security defining users and access rights.

The project manager can communicate project plans and task assignments to team
members via home pages in Web Access. Team members can communicate status and
changes to keep the project manager up to date.

Resource workloads can be analyzed by project and by resource with the Resource Center,
allowing organizations to forecast future resource requirements and make more efficient use
of resources.

However, at this time the vendor seems to be relying upon third-party vendors to provide
true project portfolio capability (dashboards, aggregate views, etc.) Also, since Windows
SharePoint seems to be a technical prerequisite for implementing PRODUCT X’s vision in this
arena, the true cost of implementation has the potential to be much higher.

PRODUCT W

PRODUCT W supports core project and portfolio management functionality. This functionality
provides the ability to unify PPM information and processes into a single system of record.
For individual projects, and groups of projects (portfolios), PRODUCT W can track resources,
organizational structures, budget and financial information, issues, and individual resource-
task timekeeping. A Project Administrator can control security defining users and access
rights. Access to PRODUCT W is via web browser.

Because PRODUCT W has a limited innate project scheduling capability (the vendor offers its
own open-source product for this), it supports the importing of project schedules from
either PRODUCT X (with limitations), or its own open-source product (preferred).

PRODUCT W also supports the attachment of external documents at the project and
portfolio levels, through its collaboration feature.

In our experience with using PRODUCT W, there have been some difficulties with
configurability and ease-of-use.

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PRODUCT Y

PRODUCT Y is currently being piloted by the Controller’s Audit Division. The Controller
initially looked at PRODUCT W, and some other candidate software offerings (see APPENDIX
D), before selecting PRODUCT Y for pilot. PRODUCT Y is aimed at project-based businesses,
providing automated time and expense tracking, billing, reporting, and basic project
management and work breakdown structures.

While PRODUCT Y provides most of the desired project portfolio functionality, some of the
desired graphics capability; such as, Gantt charting at the portfolio level, etc. are still “in the
works”, and are not yet available. Nevertheless, PRODUCT Y provides strong resources
tracking and analysis tools; is easily customizable; and has a robust reporting suite.

PRODUCT Z

PRODUCT Z is Commercial Open Source. PRODUCT Z is a web-based enterprise project


management application that supports the management of portfolios of projects; i.e.,
groups of projects into various portfolios.

The application can prioritize and measure projects using scorecards, and can create
business graphs of portfolio information such as status, budget variance, and completion
time line. The graphics support project status color codes and arrows to indicate
improvement.

More attractively from the individual Project Manager’s standpoint, the application also
provides robust collaboration tools; such as, centralized discussion boards for all project
participants, the ability to attach documents and links to other project objects, and the
tracking of who has read each message. PRODUCT Z is the only one of the four candidate
products which could demonstrate this capability. The application can also import project
plans from other vendor products.

Conclusion

Besides the all-important cost considerations, we strongly believe that migrating to


PRODUCT Z or PRODUCT Y for DT’s PPM solution will also provide the added benefits of
enhanced

• Project Portfolio management capabilities

• Resources tracking and analysis across projects

• Project collaboration tools for the PMs, and project team members

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• Usability for PMs, and project team members.

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Appendix A
TOTAL COST OF OWNERSHIP

The following worksheets summarize the Total Cost of Ownership (TCO) for each of the PPM
solutions which were evaluated. cost should be the most heavily weighted Each vendor
submitted a TCO worksheet, except for the current vendor. (See APPENDIX E, for additional
information.) We made every effort to obtain cost information that was as accurate as
possible from vendors, as well as from DT’s relevant known internal costs. When direct
vendor cost quotations could not be obtained in a timely manner, cost estimates were
extrapolated from similar vendor sources.

Costs were examined for two modes of service: 1) On-Demand/Software-As-A-Service


(SaaS), which is remote hosting by the vendor; and, 2) On Premises/In-House hosting by
DT. Costs are based on 150 users over three years.

Below is the summary table of TCO for the PPM applications evaluated, followed by the
detailed worksheets for each one.

Cost Summary

On-Demand/Software As A Service On Premises/In-House Hosting


(SaaS)

PPM TCO Per User Annual Cost Per TCO Per User Annual Cost Per
Application (Three Years) User (Three Years) User

PRODUCT X $2,085 $695 $2,695 $898

PRODUCT W $1,800 $600 $2,588 $863

PRODUCT Y $1,128 $376 Not Offered

PRODUCT Z $933 $311 $1,198 $399

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PRODUCT X

There were two additional factors here which proved difficult to estimate. The first was the
fact that this vendor has third-party business partners providing the possible solutions, and
the second was that most of them require MS Sharepoint to be in place. Both these factors
have the potential to boost these estimates considerably. Also, this pricing is for a 3 year EA
scenario. The per year pricing for a 5 year EA would be more economical per year.

6/1/2009 * CONFIRMED * Cumulative Costs


Year 1 =2009 Year 1 Year 2 Year 3 TOTAL COST OF OWNERSHIP (TCO) WORKSHEET
On-Demand $118,406 $215,606 $312,806
On-Premises $156,800 $280,500 $404,200

PRODUCT X On-Demand/Software-as-a-Service (SaaS)


Year 1 Year 2 Year 3 On-Premises
Number of users (max.) 150 150 150
Subscription fee per user per month $54 $54 $54
% of Total % of Total
Year 1 Year 2 Year 3 Total ($) Year 1 Year 2 Year 3 Total ($)
Cost Cost
Hardware/Infrastructure
Servers $0 $0 $0 $0 0.0% $ 16,000 $ 4,000 $ 4,000 $ 24,000 5.9%
Peripherals $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
Network $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
Other $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
… $ - $ - $ - $ - 0.0%
Total Hardware/Infrastructure Costs $0 $0 $0 $0 0.0% $ 16,000 $ 4,000.00 $ 4,000.00 $ 24,000 5.9%
Communication
Local Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Wide Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Remote Access $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Total Communication Costs $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Software
Subscription Fees $ 97,200 $ 97,200 $ 97,200 $ 291,600 93.2% $ 97,200 $ 97,200 $ 97,200 $ 291,600 72.1%
SQL Server Std Single processor
(estmate x 2) $ 3,705.72 $ 4,600 $ 4,600 $ 4,600 $ 13,800 3.4%
Project Server $ 2,892.96 $ 2,000 $ 2,000 $ 2,000 $ 6,000 1.5%
Portfolio Server $ 2,892.96 $ 2,000 $ 2,000 $ 2,000 $ 6,000 1.5%
Portfolio CAL $ 155.52 $ 100 $ 100 $ 100 $ 300 0.1%
Other Software (Virtuozzo) $ 2,900 $ 800 $ 800 $ 4,500
Total Software Costs $ 100,906 $ 97,200 $ 97,200 $ 291,600 93.2% $ 108,800 $ 106,700 $ 106,700 $ 322,200 79.7%
Implementation
Customization/integration ($175/hr) $ 14,000 $ - $ - $ 14,000 4.5% $ 14,000 $ - $ - $ 14,000 3.5%
Training ($175/hr) $ 3,500 $ - $ - $ 3,500 1.1% $ 3,500 $ - $ - $ 3,500 0.9%
Consulting - Tech Migration $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
HW Set-Up, Config & Testing $ - $ - $ - $ - 0.0% $ 1,500 $ - $ - $ 1,500 0.4%
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Total Implementation Costs $ 17,500 $ - $ - $ 17,500 5.6% $ 19,000 $ - $ - $ 19,000 4.7%
Management/Maintenance
Hardware & software upgrades $0 $0 $0 $ - 0.0% $ - $ - $ - 0.0%
Hardware & software admin ($130/hr) $0 $0 $0 $ - 0.0% $ 13,000 $ 13,000 $ 13,000 $ 39,000 9.6%
Other $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
… $ - 0.0% $ - $ - $ - $ - 0.0%
Total Management Costs $0 $0 $0 $0 0.0% $ 13,000 $ 13,000 $ 13,000 $ 39,000 9.6%
Support
Staff training $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Travel $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Support contracts $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Overhead labor $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Hosting Cost $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
App Customization $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Total Support Costs $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%

Total Costs $ 118,406 $ 97,200 $ 97,200 $ 312,806 $ 156,800 $ 123,700 $ 123,700 $ 404,200

TCO/User (150 actual users) $ 789 $ 648 $ 648 $ 2,085 $ 1,045 $ 825 $ 825 $ 2,695
Annual Cost/User $ 695 $ 898

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PRODUCT W

DT is currently using PRODUCT W, and this pricing reflects revised vendor quotation based
on 150 users. Needed application customization costs are not shown, for comparison
purposes.

5/28/2009 Cumulative Costs


Year 1 =2009 Year 1 Year 2 Year 3 TOTAL COST OF OWNERSHIP (TCO) WORKSHEET
On-Demand $90,000 $180,000 $270,000
On-Premises $162,600 $275,400 $388,200

PRODUCT W On-Demand/Software-as-a-Service (SaaS)


Year 1 Year 2 Year 3 On-Premises
Number of users (max.) 150 150 150
Subscription fee per user per month $50 $50 $50
% of Total % of Total
Year 1 Year 2 Year 3 Total ($) Year 1 Year 2 Year 3 Total ($)
Cost Cost
Hardware/Infrastructure
Servers $0 $0 $0 $0 0.0% $ 16,000 $ 4,000 $ 4,000 $ 24,000 6.2%
Peripherals $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
Network $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
Other $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
… $ - $ - $ - $ - 0.0%
Total Hardware/Infrastructure Costs $0 $0 $0 $0 0.0% $ 16,000 $ 4,000.00 $ 4,000.00 $ 24,000 6.2%
Communication
Local Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Wide Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Remote Access $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Total Communication Costs $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Software
CA License/Subscription Fees $ 90,000 $ 90,000 $ 90,000 $ 270,000 100.0% $ 90,000 $ 90,000 $ 90,000 $ 270,000 69.6%
Oracle Licenses $ 27,000 $ 5,000 $ 5,000 $ 37,000 9.5%
Virtuozzo Server License $ 2,900 $ 800 $ 800 $ 4,500
Total Software Costs $ 90,000 $ 90,000 $ 90,000 $ 270,000 100.0% $ 119,900 $ 95,800 $ 95,800 $ 307,000 79.1%
Implementation
Development/customization/integration $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Training $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
CA Consulting - Tech Migration ($300/hr)$ - $ - $ - $ - 0.0% $ 7,200 $ - $ - $ 7,200 1.9%
HW Set-Up, Config & Testing ($130/hr) $ - $ - $ - $ - 0.0% $ 6,500 $ - $ - $ 6,500 1.7%
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Total Implementation Costs $ - $ - $ - $ - 0.0% $ 13,700 $ - $ - $ 13,700 3.5%
Management/Maintenance
Hardware & software upgrades $0 $0 $0 $ - 0.0% $ - $ - $ - 0.0%
Hardware & software admin ($130/hr) $0 $0 $0 $ - 0.0% $ 13,000 $ 13,000 $ 13,000 $ 39,000 10.0%
Other $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
… $ - 0.0% $ - $ - $ - $ - 0.0%
Total Management Costs $0 $0 $0 $0 0.0% $ 13,000 $ 13,000 $ 13,000 $ 39,000 10.0%
Support
Staff training $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Travel $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Support contracts $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Overhead labor $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
CA Hosting Cost $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
App Customization $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Total Support Costs $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%

Total Costs $ 90,000 $ 90,000 $ 90,000 $ 270,000 $ 162,600 $ 112,800 $ 112,800 $ 388,200

TCO/User (150 actual users) $ 600 $ 600 $ 600 $ 1,800 $ 1,084 $ 752 $ 752 $ 2,588
Annual Cost/User $ 600 $ 863

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PRODUCT Y

This vendor does not offer their software to be hosted in-house by the customer.

5/28/2009 *CONFIRMED* Cumulative Costs


Year 1 =2009 Year 1 Year 2 Year 3 TOTAL COST OF OWNERSHIP (TCO) WORKSHEET
On-Demand $72,000 $118,800 $169,200
On-Premises $0 $0 $0

PRODUCT Y On-Demand/Software-as-a-Service (SaaS)


Year 1 Year 2 Year 3 On-Premises (Not offered by PRODUCT Y)
Number of users (max.) 150 150 150
Subscription fee per user per month $25 $26 $28
% of Total
Year 1 Year 2 Year 3 Total ($) % of Total Cost Year 1 Year 2 Year 3 Total ($)
Cost
Hardware/Infrastructure
Wintel Servers $0 $0 $0 $0 0.0% N/A N/A N/A $ -
Peripherals $0 $0 $0 $0 0.0% $ - $ - $ - $ -
Network $0 $0 $0 $0 0.0% $ - $ - $ - $ -
Other $0 $0 $0 $0 0.0% $ - $ - $ - $ -
… $ - $ - $ - $ -
Total Hardware/Infrastructure Costs $0 $0 $0 $0 0.0% $ - $ - $ - $ -
Communication
Local Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ -
Wide Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ -
Remote Access $ - $ - $ - $ - 0.0% $ - $ - $ - $ -
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ -
Total Communication Costs $ - $ - $ - $ - 0.0% $ - $ - $ - $ -
Software
License/Subscription Fees $ 45,000 $ 46,800 $ 50,400 $ 142,200 84.0% $ - $ - $ - $ -
DBMS Licenses $ - $ - $ - $ -
Virtuozzo Server License - - - $ -
Total Software Costs $ 45,000 $ 46,800 $ 50,400 $ 142,200 84.0% $ - $ - $ - $ -
Implementation
Development/customization/integration $ 18,000 $ - $ - $ 18,000 10.6% $ - $ - $ - $ -
Training $ 9,000 $ - $ - $ 9,000 5.3% $ - $ - $ - $ -
Consulting - Tech Migration ($x/hr) $ - $ - $ - $ - 0.0% $ - $ - $ - $ -
DT HW Set-Up, Config & Testing ($130/hr)$ - $ - $ - $ - 0.0% - $ - $ - $ -
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ -
Total Implementation Costs $ 27,000 $ - $ - $ 27,000 16.0% $ - $ - $ - $ -
Management/Maintenance
Hardware & software upgrades $0 $0 $0 $ - 0.0% $ - $ - $ -
DT Hardware & software admin ($130/hr) $0 $0 $0 $ - 0.0% - - - $ -
Other $0 $0 $0 $ - 0.0% $ - $ - $ - $ -
… $ - 0.0% $ - $ - $ - $ -
Total Management Costs $0 $0 $0 $0 0.0% $ - $ - $ - $ -
Support
DT Staff training $0 $0 $0 $ - 0.0% $ - $ - $ - $ -
Travel N/A N/A N/A $ - 0.0% $ - $ - $ - $ -
Support contracts $0 $0 $0 $ - 0.0% $ - $ - $ - $ -
Overhead labor $0 $0 $0 $ - 0.0% $ - $ - $ - $ -
Add'l Hosting Costs $0 $0 $0 $ - 0.0% $ - $ - $ - $ -
Consulting - App Customization ($x/hr) $0 $0 $0 $ - 0.0% $ - $ - $ - $ -
Total Support Costs $0 $0 $0 $0 0.0% $ - $ - $ - $ -

Total Costs $ 72,000 $ 46,800 $ 50,400 $ 169,200 $ - $ - $ - $ -

TCO/User (150 actual users) $ 480 $ 312 $ 336 $ 1,128 $ - $- $ - $-


Annual Cost/User $ 376 $-

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PRODUCT Z

Although this solution’s software source code is Commercial Open Source, there are still
costs involved.

5/28/2009 *CONFIRMED* Cumulative Costs


Year 1 =2009 Year 1 Year 2 Year 3 TOTAL COST OF OWNERSHIP (TCO) WORKSHEET
On-Demand $58,300 $99,100 $139,900
On-Premises $96,650 $138,200 $179,750

PRODUCT Z On-Demand/Software-as-a-Service (SaaS)


Year 1 Year 2 Year 3 On-Premises
Number of users (max.) 150 150 150
Subscription fee per user per month $16 $16 $16
% of Total % of Total
Year 1 Year 2 Year 3 Total ($) Year 1 Year 2 Year 3 Total ($)
Cost Cost
Hardware/Infrastructure
Servers $4,000 $4,000 $4,000 $12,000 8.6% $ 16,000 $ 4,000 $ 4,000 $ 24,000 13.4%
Peripherals $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
Network $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
Other $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%
… $ - $ - $ - $ - 0.0%
Total Hardware/Infrastructure Costs $4,000 $4,000 $4,000 $12,000 8.6% $ 16,000 $ 4,000.00 $ 4,000.00 $ 24,000 13.4%
Communication
Local Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Wide Area Network $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Remote Access $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Total Communication Costs $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Software
Subscription Fees $ 28,800 $ 28,800 $ 28,800 $ 86,400 61.8% $ 18,750 $ 18,750 $ 18,750 $ 56,250 31.3%
Oracle Licenses $ 27,000 $ 5,000 $ 5,000 $ 37,000 20.6%
Other Software (Virtuozzo) $ 2,900 $ 800 $ 800 $ 4,500
Total Software Costs $ 28,800 $ 28,800 $ 28,800 $ 86,400 61.8% $ 48,650 $ 24,550 $ 24,550 $ 93,250 51.9%
Implementation
Customization/integration ($175/hr) $ 14,000 $ - $ - $ 14,000 10.0% $ 14,000 $ - $ - $ 14,000 7.8%
Training ($175/hr) $ 3,500 $ - $ - $ 3,500 2.5% $ 3,500 $ - $ - $ 3,500 1.9%
Consulting - Tech Migration $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
HW Set-Up, Config & Testing $ - $ - $ - $ - 0.0% $ 1,500 $ - $ - $ 1,500 0.8%
… $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Total Implementation Costs $ 17,500 $ - $ - $ 17,500 12.5% $ 19,000 $ - $ - $ 19,000 10.6%
Management/Maintenance
Hardware & software upgrades $0 $0 $0 $ - 0.0% $ - $ - $ - 0.0%
Hardware & software admin ($130/hr) $8,000 $8,000 $8,000 $ 24,000.00 17.2% $ 13,000 $ 13,000 $ 13,000 $ 39,000 21.7%
Other $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
… $ - 0.0% $ - $ - $ - $ - 0.0%
Total Management Costs $8,000 $8,000 $8,000 $24,000 17.2% $ 13,000 $ 13,000 $ 13,000 $ 39,000 21.7%
Support
Staff training $ - $ - $ - $ - 0.0% $ - $ - $ - $ - 0.0%
Travel $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Support contracts $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Overhead labor $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Hosting Cost $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
App Customization $0 $0 $0 $ - 0.0% $ - $ - $ - $ - 0.0%
Total Support Costs $0 $0 $0 $0 0.0% $ - $ - $ - $ - 0.0%

Total Costs $ 58,300 $ 40,800 $ 40,800 $ 139,900 $ 96,650 $ 41,550 $ 41,550 $ 179,750

TCO/User (150 actual users) $ 389 $ 272 $ 272 $ 933 $ 644 $ 277 $ 277 $ 1,198
Annual Cost/User $ 311 $ 399

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Appendix B
SURVEY OF FUNCTIONAL EVALUATION CRITERIA

Other CCSF Departments were solicited for their input via Web Survey. Their responses
and/or participation, was strictly voluntary. The survey asked respondents to weigh the
relative importance of functional requirements for a PPM software application. The final
weight for each criterion is the average of the responses received.

SURVEY RESULTS as of 4/8/2009

Completed (90% Questions 15


answered) Survey Count

Response 2 4 5 6 7 8 9 11 15 16 17 18 22 23 24 AVG

Completed Survey? Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Weight

Ability to view a list of projects 5 5 4 2 4 5 5 4 5 5 4 5 5 5 3 4.40


for an organizational unit with
basic information (start/end,
budget, etc) and status
indicator(s)

Ability to view aggregate 5 5 2 4 5 5 4 5 4 4 4 5 5 4 4.07


information (total budget,
duration, total resources, etc)
and status for an organizational
unit

Ability to prioritize projects at an 4 4 4 5 4 5 4 4 5 5 5 5 5 5 3 4.47


organizational level

Ability to provide project status 5 5 4 5 4 5 5 4 5 5 4 4 5 5 3 4.53


(approved, deferred, rejected,
completed, etc)

Ability to view resource 4 4 4 4 4 5 5 4 3 4 4 4 4 2 3.67


allocation across portfolio,
projects or by resource

Ability to view portfolio and 3 3 4 4 4 5 5 3 5 4 5 4 5 4 2 4.00


project schedule in a single
view (Gantt, network, etc)

Ability to view progress 4 4 4 4 4 5 3 4 5 3 5 4 4 4 2 3.93


indicators of projects

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Ability to generate reports of 3 5 4 4 4 5 5 5 4 4 5 4 4 4 2 4.13


projects by (e.g.): time; status;
organizational unit; budget
amount; resource
allocation; and metadata
(custom data elements)

Ability to track production 5 4 3 3 3 5 4 5 3 3 4 4 4 4 2 3.73


support activities, especially for
resource capacity planning

Ability to record basic project 4 5 5 5 4 5 5 3 5 5 4 5 5 4 3 4.47


information (description, budget
code, project ID, etc)

Ability to import MS Project file 3 3 3 5 3 4 4 3 3 4 5 3 4 4 3 3.60


with essential information
(tasks, interdependencies,
resources, completion %age,
dates)

Ability to export to MS Project 2 3 3 4 3 2 4 2 3 4 3 3 4 4 2 3.07


file

Ability to link and/or upload and 4 5 3 5 3 5 3 4 3 4 5 3 3 4 3.60


attach any type of file to a
project

Ability to manage basic project 4 5 4 3 4 5 4 4 5 5 5 5 5 4 4 4.40


management functions within
application
(adding/updating tasks,
resources, etc)

Ability to create & link 4 4 4 3 4 4 3 4 3 3 5 4 4 4 3 3.73


subprojects to projects

Ability to use and create project 4 4 3 4 4 4 4 4 4 4 4 3 4 3 4 3.80


templates

Ability to reserve resources 3 4 4 3 3 1 5 5 3 3 3 4 2 3 3.07


(different than assigning)

Ability to establish milestones 5 4 5 4 4 5 5 4 5 4 5 5 5 4 4 4.53


and phases

Ability to view all projects for a 4 5 4 4 3 4 5 4 5 5 5 4 4 4 4 4.27


project manager with basic
information (start/end, budget,
etc) and status indicator(s)

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Ability to view milestones and 4 4 4 4 4 5 3 3 5 4 4 3 3 3 3 3.73


tasks in a calendar view

Ability to upload and attach 2 5 3 4 3 5 3 3 3 4 4 4 3 3 4 3.53


project artifact documents (e.g.,
contracts, etc.) to project,
milestones, or tasks

Ability to generate reports of: 4 5 5 3 3 5 4 4 3 5 4 5 4 4 4 4.13


open tasks, outstanding tasks,
upcoming tasks, resource
assignments, work
completed, over-assigned
resources, etc.

Ability to get email reminders of 5 4 3 2 3 5 4 3 5 3 2 3 4 2 3 3.40


upcoming tasks

Ability to establish, and reset, 3 4 4 3 3 5 5 4 5 4 4 5 4 4 3 4.00


baselines for schedules

Ability to track issues 5 5 4 4 4 5 3 4 5 3 4 4 4 4 5 4.20

Ability to track change requests 5 5 4 4 3 5 4 4 5 3 4 4 4 4 4 4.13

Ability to enter 4 4 3 4 3 4 3 3 3 4 4 3 2 3 4 3.40


running commentary /notes at
the project level and at the task
level

Ability to define and execute 4 4 4 4 3 5 4 3 3 3 3 4 3 3 3 3.53


task workflows, including date
or task triggered email alerts to
task owners

Ability to update completion of 4 5 4 3 4 4 5 5 5 5 3 4 5 5 4 4.33


your tasks, with actuals

Ability to view all your 4 5 4 4 4 5 4 4 5 5 4 3 5 5 3 4.27


outstanding and upcoming
tasks across various projects in
a single view

Ability to update your availability 5 4 4 3 4 3 3 4 3 4 4 3 5 5 4 3.87

Email alerts are sent to you 5 4 4 3 3 5 4 4 4 3 4 3 5 4 3 3.87


when new tasks are assigned

Ability to export all, or selected, 4 5 3 4 4 5 5 4 3 4 3 4 4 4 3 3.93


data to a common and open file
format

Application is mature, and has 3 4 2 2 4 3 4 1 3 2 5 4 4 2.73


been in use for at least five

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PPM Alternatives Results & Recommendation Report
6/24/2009

years

Permission/Security allows for 5 5 3 4 4 3 5 5 5 3 2 5 5 5 5 4.27


isolation between organizational
units, projects, and project
artifacts

Ability to check-in & check-out 5 4 3 3 4 5 3 2 5 4 2 4 4 5 4 3.80


document attachments

Ability to configure basic system 4 4 3 4 4 4 5 3 3 4 5 3 4 4 4 3.87


functions using GUI

Application utilizes modern and 5 5 3 4 4 3 4 5 3 3 2 4 5 4 4 3.87


open standards such as
HTTP, FTP, xml, SOAP, and
JMS to allow for enterprise
application integration

Ability to host application on-site 3 1 4 5 4 3 1 5 4 2 2 1 4 4 3 3.07


/ in-house

System provides web-based 5 5 3 5 4 3 5 4 4 4 5 4 5 4 4 4.27


user interface

Relative level of timely 5 4 3 3 4 3 5 4 4 4 4 5 5 4 4 4.07


Business Continuity / Disaster
Recovery for system

Please add any comments, suggestions, or requirements we may have missed. Thanks!

The product(S) selected must add value for the PM... i.e., the PM has to want to use the tools in his/her daily
job. It can't be simply another vehicle to report information about projects that use other products to actually
manage and control.

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Appendix C
FUNCTIONAL EVALUATION MATRIX

The following matrix computes the weighted score for each of the PPM solutions which were
evaluated. Raw scores were determined by Joe Armenta and Jay Nath.

Project Portfolio Management Applications Evaluation

PRODUC PRODUC PRODUC PRODUC PRODUC PRODUC PRODUC PRODUC


TX TW TY TZ TX TW TY TZ

Criteria
Weight
CRITERIA (1-9) Raw Score 1 (poor) - 5 (excellent) Weighted Score
Total Cost of Ownership
Relatively Inexpensive
TCO 3.00 1 2 3 4 3.00 6.00 9.00 12.00

Management
Requirements
Ability to view a list of
projects for an
organizational unit with
basic information
(start/end, budget, etc)
and status indicator(s) 4.40 4 5 5 5 17.60 22.00 22.00 22.00

Ability to view aggregate


information (total budget,
duration, total resources,
etc) and status for an
organizational unit 4.07 3 3 4 4 12.20 12.20 16.27 16.27

Ability to prioritize projects


at an organizational level 4.47 3 4 4 5 13.40 17.87 17.87 22.33
Ability to provide project
status (approved,
deferred, rejected,
completed, etc) 4.53 4 4 5 5 18.13 18.13 22.67 22.67

Ability to view resource


allocation across portfolio,
projects or by resource 3.67 3 3 4 4 11.00 11.00 14.67 14.67
Ability to view portfolio and
project schedule in a
single view (Gantt,
network, etc) 4.00 4 3 2 3 16.00 12.00 8.00 12.00

Ability to view progress


indicators of projects 3.93 2 4 5 5 7.87 15.73 19.67 19.67

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Ability to generate reports


of projects by (e.g.): time;
status; organizational unit;
budget amount; resource
allocation; and metadata
(custom data elements) 4.13 2 3 4 2 8.27 12.40 16.53 8.27
Ability to track production
support activities,
especially for resource
capacity planning 3.73 3 4 4 4 11.20 14.93 14.93 14.93
0.00 0.00 0.00 0.00
Project Management
Requirements 0.00 0.00 0.00 0.00

Ability to record basic


project
information (description,
budget code, project ID,
etc) 4.47 3 5 5 5 13.40 22.33 22.33 22.33
Ability to import MS
Project file with essential
information (tasks,
interdependencies,
resources,
completion %age, dates) 3.60 5 1 4 5 18.00 3.60 14.40 18.00
Ability to export to MS
Project file 3.07 5 1 4 5 15.33 3.07 12.27 15.33

Ability to link and/or


upload and attach any
type of file to a project 3.60 4 3 5 5 14.40 10.80 18.00 18.00

Ability to manage basic


project management
functions within application
(adding/updating tasks,
resources, etc.) 4.40 5 3 5 5 22.00 13.20 22.00 22.00
Ability to create & link
subprojects to projects 3.73 4 3 4 4 14.93 11.20 14.93 14.93
Ability to use and create
project templates 3.80 4 4 5 5 15.20 15.20 19.00 19.00

Ability to reserve
resources (different than
assigning) 3.07 2 2 5 4 6.13 6.13 15.33 12.27

Ability to establish
milestones and phases 4.53 5 4 5 5 22.67 18.13 22.67 22.67

Ability to view all projects


for a project manager with
basic information
(start/end, budget, etc)
and status indicator(s) 4.27 4 5 4 4 17.07 21.33 17.07 17.07

Ability to view milestones


and tasks in a calendar
view 3.73 3 3 3 5 11.20 11.20 11.20 18.67

Ability to upload and


attach project artifact
documents (e.g.,
contracts, etc.) to project,
milestones, or tasks 3.53 3 3 5 5 10.60 10.60 17.67 17.67

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Ability to generate reports


of: open tasks,
outstanding tasks,
upcoming tasks, resource
assignments, work
completed, over-assigned
resources, etc. 4.13 4 5 5 0.00 16.53 20.67 20.67

Ability to get email


reminders of upcoming
tasks 3.40 1 4 4 2 3.40 13.60 13.60 6.80

Ability to establish, and


reset, baselines for
schedules 4.00 5 4 4 5 20.00 16.00 16.00 20.00

Ability to track issues 4.20 2 4 5 5 8.40 16.80 21.00 21.00


Ability to track change
requests 4.13 2 2 2 5 8.27 8.27 8.27 20.67
Ability to enter
running commentary
/notes at the project level
and at the task level 3.40 1 1 4 5 3.40 3.40 13.60 17.00
Ability to define and
execute task workflows,
including date or task
triggered email alerts to
task owners 3.53 1 5 3 3 3.53 17.67 10.60 10.60
(Add'l Requirement from
Survey Response) The
product(S) selected must
add value for the PM...
i.e., the PM has to want to
use the tools in his/her
daily job. It can't be
simply another vehicle to
report information about
projects that use other
products to actually
manage and control. 5.00 4 1 3 4 20.00 5.00 15.00 20.00
0.00 0.00 0.00 0.00
Project Team Member
Requirements 0.00 0.00 0.00 0.00
Ability to update
completion of your tasks,
with actuals 4.33 3 3 4 5 13.00 13.00 17.33 21.67

Ability to view all your


outstanding and upcoming
tasks across various
projects in a single view 4.27 3 3 5 5 12.80 12.80 21.33 21.33
Ability to update your
availability 3.87 2 3 5 5 7.73 11.60 19.33 19.33

Email alerts are sent to


you when new tasks are
assigned 3.87 1 5 5 5 3.87 19.33 19.33 19.33
0.00 0.00 0.00 0.00
Technical Requirements 0.00 0.00 0.00 0.00

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Ability to export all, or


selected, data to a
common and open file
format 3.93 3 4 4 4 11.80 15.73 15.73 15.73

Application is mature, and


has been in use for at
least five years 2.73 2 5 5 5 5.47 13.67 13.67 13.67
Permission/Security allow
s for isolation between
organizational units,
projects, and project
artifacts 4.27 2 5 5 5 8.53 21.33 21.33 21.33

Ability to check-in &


check-out document
attachments 3.80 2 3 5 5 7.60 11.40 19.00 19.00

Ability to configure basic


system functions using
GUI 3.87 2 4 4 2 7.73 15.47 15.47 7.73
Application utilizes
modern and open
standards such as
HTTP, FTP, xml, SOAP,
and JMS to allow for
enterprise application
integration 3.87 2 1 3 2 7.73 3.87 11.60 7.73

Ability to host application


on-site / in-house 3.07 4 4 1 4 12.27 12.27 3.07 12.27
System provides web-
based user interface 4.27 4 4 4 5 17.07 17.07 17.07 21.33
Relative level of timely
Business Continuity /
Disaster Recovery for
system 4.07 4 4 4 4 16.27 16.27 16.27 16.27

TOTALS 126 145 178 188 498.47 570.13 697.73 736.20

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Appendix D
City Services Auditor Project Management Software Solution
Evaluation Spring 2008

Software Name Pros Cons

MS Project Server Overall- Overall-

• “Industry Standard” for Project • Implementation may require outside


management expertise (up to 6 months, full time) and
extensive customization.
• Familiar Microsoft user
interface/functionality (e.g. able to use • Requires reliance on internal IT support –
“right-click” menus and drop down may require continued consultant support
menus at top of screen) for installations, upgrades, and
troubleshooting.
Individual Project Management-
• Customized reporting may require the
• Attractive & user-friendly interface: sets export/import of data from outside data
standard for entering project sources.
tasks/subtasks and setting relationships,
dependencies, and milestones on the • Requires implementation and
project level. coordination of other software (i.e.
portfolio server, sharepoint, etc.)
• Excellent gantt views-nice drag & drop
functionality. Not evaluated because trial is not
available:

• Time Capture/Time sheets

• Reporting

• Enterprise level project/portfolio planning

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Software Name Pros Cons

@task Overall- Overall-

• Can be hosted by vendor-does not • Difficult to navigate through website –


require internal IT support. Applets are slow to load and clunky.

• Faster implementation than with MS • Seems to require lots of customization


Project (it is a stand-alone software). and support hours from @task.

• Has robust individual project • Built-in reports insufficient/not relevant to


management and portfolio managing our needs.
capabilities.
• Custom data can only be added for
Portfolio Planning- projects and resources, but not for actual
‘time’ (may not work for CSA’s payroll
• Good ‘capacity’ planner – can view needs).
availability of resource pools and
assignments. Time Capture-

• Nice ability to ‘group’ projects by priority • Cannot enter payroll categories for
for viewing. projects (dealbreaker??)--May require
integration with a separate timesheet
• Good gantt views of project progress,
program.
phase status.
• Timesheets are generated for any period
• Good high level view of projects and
designated by user-may lack sufficient
alignment with business need. controls for our purposes.
Individual Project Management - Reporting-

• Clunky interface, via web applet. It is • Customized reports are not intuitive –
functional however-similar to MS Project, difficult to use and lacks documentation.
though more difficult to use and not laid
out as well. • Out of box reports generally do not meet
our needs.

• Can’t include individual schedules in


payroll report
Employee Calendar Views-

• Cannot set employee calendars for


irregular schedules (i.e. flex schedules)-
may require customization or work
arounds.

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Software Name Pros Cons

Unanet Overall- Overall-

• Good interface and simple to use. • May require connecting to MS Project in


order to provide adequate functionality for
• Can be hosted by vendor or on-site.
individual project management and
• Reasonably priced (one time fee of portfolio management.
$4,500 + annual fee of $18/user license) Portfolio Planning-
Time Capture-
• Can’t view project portfolio in
• Attractive/easy to use timesheet Gantt view.
interface. • No good system to prioritize projects.
• Allows for allocation of project Individual Project Planning-
hours/costs to departments.
• Clunky gantt interface for project
• Can select payroll codes and activity
task/subtask entry-may need to interface
codes for hours.
with MS Project.
• Can select specific project tasks in
Reporting-
timesheet.

• Flexible Reporting and report Creation. • Can’t include individual schedules in


payroll report.
Resource Assignment-
Employee Calendar Views-
• Can assign projects to a ‘role’ for
planning and then assign to staff. • Cannot set employee calendars for
irregular schedules (i.e. flex schedules)-
• Good view of resource availability and may require customization or work
booking percentage (calendar view). arounds.
Individual Project Management -

• Interfaces with Microsoft project to


import/export task list.

• Can import tasks from Excel.

Reporting-

• Reports appear to address our payroll


needs, and are flexible enough for good
custom report generation.

• Interfaces with Crystal Reports (on-site


hosted version)

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Software Name Pros Cons

Daptiv Overall- Overall-

• Good interface and intuitive. • Relatively expensive ($7,000 annual


configuration fee + $40/user annual
• Uses Java-doesn’t require slow/clunky
license fee).
web applets to load.
Time Capture-
• Is hosted by vendor.
• Cannot select payroll codes and activity
• Good user support with this software
codes for hours-cannot add these fields.
(included in licensing).
o Options are adding tasks to
Portfolio Planning-
projects called ‘overtime’ or
• Meet’s CSA’s requirements for adding non-project work
prioritizing projects and for management category to track overtime hours.
views. o May require use of another
• Nice gantt views of project portfolio. timesheet program (TEC??)

• Cannot generate future timesheets.


• Nice ability to view resource availability
and “what-if scenarios”.
Time Capture-

• Good user interface.

• Can charge time to projects without


charging to individual tasks.

• Allows for allocation of projects


hours/costs to departments-through
project properties. However, this is
clunky.
Resource Assignment-

• Can assign projects to a ‘role’ for


planning and then assign to staff.

• Good view of resource availability.

• Can first assign projects to a resource


‘type’ (soft assignments) before making
actual assignments.
Individual Project Management -

• Task view sheet similar to Microsoft


Project – very attractive interface. It can
also be used in assigning auditors to
tasks and for setting dependencies.
Reporting-

• Report generation appears very robust


and flexible enough to meet our needs.

• Interfaces with Crystal Reports or


Cognos for advanced report creation

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Software Name Pros Cons

Replicon Overall- Overall-

• Web Resource • Web Timesheet has robust time entry • Web Resource does not allow for portfolio
and reporting capabilities—it is the planning and has very elementary project
• Web
ONLY timesheet software that will allow scheduling/assigning features- rule out
Timesheet for allocating of project hours to multiple for CSA
funding sources without
customization/work arounds. • This is primarily a payroll/time capture
oriented program and will require
• Reasonable cost ($6,000 for licenses integration with other software solution to
plus $2,000/year for support) meet CSA’s needs.
• IF we use, will need to integrate with a Portfolio Planning-
project/portfolio management solution
(i.e. Daptive or Microsoft Project). • Inadequate

Time Capture- Resource Assignment-

• User-friendly and highly customizable • Inadequate


timesheet interface. You can add any
Individual Project Management –
number of attributes (i.e. columns, such
as ‘category’ or ‘activity’). • Inadequate
• Per sales, you can charge time to
projects (without charging to tasks).

• Allows for allocation of project


hours/costs to departments without
customization.
Reporting-

• Reporting on time/hours is robust- will


meet payroll needs.

• Quarterly billing report needs (based on


allocation of hours) will be met.

• Nicely customizable reports for project


hours and staff hours-similar quality and
features to current Crystal Reports.

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Software Name Pros Cons

TeamMate Overall- Overall-

• TeamSchedule • Continued use would avoid resource • TeamSchedule does not allow for projects
costs associated with implementation of to be scheduled in more than one ‘plan’-
• TeamTec
a new system (i.e., need for must either create a ‘new’ project or roll
development, training, etc.). over the plan.

• Good Time Capture program – meets • Is hosted in-house. Requires upgrades


payroll needs. and maintenance by IT.

• Nicely integrates with Crystal Reports • Questionable software stability.


and other ‘home-grown’ databases.
Portfolio Planning-
• Because of access to database and
integration with CSA tables, can meet • Inadequate ability to prioritize, view, and
some ‘peculiar’ needs, such as schedule projects. May be better
calendars on timesheets for payroll. addressed in new release or with the use
of TeamRisk.
Time Capture-
• Cannot assign projects to a staff ‘type’
• Meets all CSA’s needs except being able (soft assignment) and cannot view
to allocate project hours to multiple availability of staff pool prior to
departments/funding sources. This need assignment.
may be addressed by using
Resource Assignment-
“homegrown” table.

• If TeamSchedule is used properly, allows • Cannot assign staff to holiday hours since
for projects to be displayed as assigned. it will allow for charging to a code not
compatible with CSA payroll needs.
Reporting-
• Clumsy/inadequate assignment
• Flexible reporting with the use of Crystal functionality.
Reports-meets most user and
• Clumsy gantt views, slow functionality,
management needs.
requires constant refreshing of screen.
Calendar Views
Individual Project Management –
• Simple user views of assigned projects.
• Projects can be assigned to users,
however, cannot be broken down into
tasks – CSA needs to decide if there is a
need to track project hours and to make
assignments based on task.

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Software Name Pros Cons

Tenrox Overall- Overall-

• Reasonably priced ($30/user, plus • Payroll report may not be adequate for
$18,000 for first year ‘quickstart’ CSA.
installation package) – includes hosting.
• Custom report creation through the use of
• Full-featured work-flow system – may pivot tables may be inadequate for CSA
allow for integration of CSA needs.
policies/procedures (e.g. training
• Tracking of staff availability for
approvals, leave requests…) into
software system. assignments is confusing/cumbersome
(grid method).
• Notification emails work with Lotus
• Heavy reliance on dashboard views.
Notes.
Reports are not as useful.
• Can track biweekly schedules (per sales
• Rude/aggressive salesmen
– need to verify)

• Allows for “split-billings”-not thoroughly Time Capture-


investigated
• Cannot select ‘category’ attributes for
Portfolio Planning- hours – overtime must be automatically
calculated by system in dashboard view –
• Can prioritize, sort, group and view may not meet CSA’s requirements.
portfolio—meets CSA needs.
• May not be able to automatically calculate
Resource Assignment- overtime since two-week schedules MAY
not be supported in current version—may
• Can do ‘soft’ assignments to staff and have work around according to salesman.
view availability--interface (grids) a little
clumsy (not as nice as Daptiv). • Cannot select ‘activity’—however, if this is
explicity in the task title, it should not be a
Individual Project Management – concern.

• Projects can be assigned to users, Reporting-


however, cannot be broken down into
tasks – CSA needs to decide if there is a • Built-in reports don’t meet CSA
need to track project hours and to make requirements.
assignments based on task. • Custom reporting relies on pivot-tables-
Time Capture- not adequate for presentation.

• May not be able to use Crystal Reports to


• Assigned projects appear on timesheet
generate required CSA reports-
AND/OR can select projects from menu.
investigating use of VPN connection and
• Dashboard view of hours indicates crystal.
overtime hours based on rules and
Resource Assignment-
employee schedule set-up. This MAY be
adequate and MAY be an alternate to • No calendar view of project assignments-
having employee select hour ‘type’.
only a worklist view of assigned projects.
• Good views to see completed,
approved, unapproved timesheets.

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Appendix E
VENDOR QUOTE INFORMATION

The following is additional correspondence from vendors, which was submitted in addition to
the TCO Worksheets.

*******************************************

From: Jeff Jennings <Jeff.Jennings@microsoft.com> [mailto:Jeff Jennings


<Jeff.Jennings@microsoft.com>]
Sent: Tuesday, April 28, 2009 12:43 PM
To: "'jay.nath@sfgov.org'" <jay.nath@sfgov.org>
Cc: Jeff Jennings <Jeff.Jennings@microsoft.com>
Subject: Completed docs.

Jay,

Here is pricing to accompany the enclosed completed questionnaires:

Pricing =
…..etc., etc., etc.

Page 28