Project Management Office Software

The Vendor is required to provide project management office (PMO) currently uses Project Online and MS Project Desktop Client for project tracking, resource management, and dashboard reporting.
- There are approximately: 12 project managers, 250 time tracking project team resources, 20 active projects with schedules, and 7 PowerBI portfolio reports.
- Project schedules may be anywhere from a few hundred to a few thousand lines each.
- Project intake is currently handled in a separate workstream, but there may be future opportunities to combine the PPM platform with an intake feature.
- A new project and portfolio management (PPM) solution must be identified, implemented, and adopted before the retirement date to avoid data loss and operational disruption.
- Project Goals and Objectives
•    Ensure a seamless transition to a new modern PPM platform
•    Preserve and migrate all critical PERS projects and resource data
•    Minimize disruption to ongoing projects and users
•    Improve usability, scalability, and reporting capabilities
•    Train staff effectively and complete full transition to new PPM platform before MS Project Online end date of 9/30/2026.
- High-Level Steps
•    Assess current state
•    Document defined agreed upon requirements
•    Evaluate and select new PPM platform
•    Plan migration strategy
•    Configure and customize new platform
•    Develop and document training materials
•    Conduct pilot testing
•    Train system users
•    Execute full migration
- Responsibilities
•    Point of contact for vendor support and engagement
•    Provide schedule / timeline for consulting, implementation, and testing
•    Provide training for master scheduling with sub-project task management tracking
•    Provide training for time tracking capabilities by task, dates, and durations of tasks
•    Review requirements and provide recommendations for right-sized PPM solution
•    Configure the selected PPM solution to meet PERS requirements
•    Set up user roles, workflows, templates, resource management, and report dashboards
•    Migrate relevant project, resource, and portfolio data
•    Validate data integrity post-migration
•    Participate in testing of new solution and address defects and retest as needed
•    Provide role appropriate training and training materials
•    Provide post-deployment support for a defined period of time
•    Provide knowledge transition and documentation
•    Recommend future improvement opportunities
- Business Requirements
•    Develop and manage project schedules with tasks, resource assignments, predecessors, etc.
•    Schedule tasks should contain effort estimates of work and duration
•    Ability to track multiple sub-project schedules and their tasks within a master program schedule
•    Enterprise resource pool management
•    Resource capacity planning and forecasting
•    Resource utilization and time tracking
•    Custom fields, forms, and templates
•    Customizable dashboards or works with Microsoft Power BI to provide visual insights into project and resource data such as traffic light indicators and prioritization percentages
- Technical Requirements
•    Single Sign-On (SSO)
•    Role-based permissions
•    Scalable architecture to support increasing number of projects, users, and features
•    Tool selection must align with State and Agency IT policies and procurement processes
•    Prefer cloud-based solution.