With UniPhi - Streamline Program Management Processes for Success

Managing successful programmes requires a clear understanding of the nuances between project and programme processes. Some key distinguishing features between project and programme management are:

Sponsorship Dynamics:
Project: Single project sponsors within the organisation.
Programme: External and cross-organisational sponsors, often one for participation and ownership.

Funding Complexity:
Project: Expedited funding with a concise business case.
Programme: Impact on multiple funding sources, necessitating a detailed and validated business case.

Planning and Timelines:
Project: Fixed schedules with shorter deadlines.
Programme: Rolling plans across a multi-year span, adjusting with business changes and tracking milestones.

Execution Challenges:
Both projects and programs manage costs, issues, risks, and schedules.
Programmes demand higher engagement, integration within stakeholders, governance, and resource management.

Closing Processes:
Project and programme closings are similar.
Programmes provide a comprehensive overview to sponsors and operational teams, handling complexities in resource disbursement.

UniPhi's Role:
The value of UniPhi lies in its adaptability to the size, scope, and complexity of one or multiple projects, alleviating challenges in programme management processes.

Key Benefits of UniPhi:
Integration and Workflows:
Seamlessly integrates with organisational systems, creating a series of related workflows.

Real-Time Portfolio Access:
Provides real-time updates for programme milestones and performance reviews.

Efficient Resource Planning:
Facilitates effective creation and adaptation of resource planning.

Comprehensive Module Suite:
Offers a suite of modules covering all project areas, easily rolled up or down for information sharing.

Digital On/Off-Boarding:
Digitally handles on/off-boarding resources and approvals, ensuring clearance and compliance, with trackable audits.

Versatile Reporting:
Supports various reporting values and presentations, from complex NECs, to infrastructure upgrades or providing earned value reporting to name a few.

UniPhi's Adaptive Evolution:
Developed with in-depth knowledge of complex projects and programme management, UniPhi continually evolves based on client feedback. Its flexibility transforms it into the ideal product for both broad and niche project and programme requirements.

UniPhi is a strategic partner in achieving seamless and successful programme management. Our software let's you step outside the box and to extend your capabilities and reach your objectives in projects and programme management.  Contact us to see more.Book a demo, or visit our website to discover more UniPhi Software

UniPhi sponsors the Artful Argument 2024

Mark Heath has long been an 'Artful' collaborator and participant enjoying provocative discussion. So it's no big surprise that for 2024, UniPhi is a sponsor of the Artful Argument event series. 

UniPhi's project software has over 30,000 users across private and government sectors with this in mind the objective this year is to increase UniPhi's presence for its collaboration and networking capabilities, through open relevant topics of discussion via the Artful Argument series with Element Projects.

The Artful Argument is a series of professional networking engagement events, enjoyed after a busy day over dinner and a drink to discuss and debate over the latest topics in project and portfolio management, presented by guest speakers and experts within these fields. Artful Argument 2024

Element Projects Founded by Kestrel Stone in 2012 created this engagement platform and offers courses and coaching within this sector to empower, educate, support, and drive leaders and their teams toward project success. Elemental Projects

Mark is to be the open season presenter on Wednesday 21st February 2024  and we are sorry to say that as of this post the first session if FULL!

How it works:

The Guest Speaker - Brings to the table for discussion an informed perspective, summarising the background, core concepts, emerging practices, and latest research on the topic of the month.

This opens the door for robust, don't hold-back discussion on the topic with all attendees. So if you enjoy a good debate over dinner, this is for you.

Objective: to collaborate, debate, provoke new thoughts, network and have fun.

Time frame: The 3rd Wednesday of every Month. 

Hours: 6pm to 9pm
Venue: Bridge Room, Harbour View Hotel - The Rocks Sydney

Ticket Price: $27.50 includes dinner and a drink 

Please join UniPhi in 2024 once a month to really get into the guts of what's going on in today's project world. Next Event is the Wednesday 20th March 2024, Book Now Artful Argument Book Next Event

Commercial Management- Made Simple

What is commercial management?

Commercial management involves "the identification and development of business opportunities and the profitable management of projects and contracts, from inception to completion" [1]. ]https://en.wikipedia.org/wiki/Commercial_management

Who is a Commercial Manager?

The role of a Commercial Manager is to identify and develop business opportunities, including new projects and contracts, managing a portfolio of commercial relationships. A Commercial Manager will develop appropriate plans and programs to ensure the business procedures align with commercial policies [source] https://careerorigin.com.au/commercial-manager#.

Why is this so important in business, especially for project and programme management?

Cost and commercial management safeguards commercial interests throughout the project lifecycle, ensuring a real commitment for maximum return on investments for key stakeholders or investors.

Successful commercial management provides the following:

• Ensuring outcome confidence from the outset.
• Establishing project viability with a clear and robust baseline.
• Using accurate data to track cost performance at every project stage with proven methods, cost models, and cost data all evaluated against market intelligence.
• The commercial manager should remain independent from other project roles to successfully achieve real value solutions and transparency, providing advice to protect the project's best outcomes for maximum ROI.

Can commercial management be made simple?

We here at UniPhi say yes. With the improved digital transformation of software over the last 20 years and the human capacity to adapt to new technology, undertaking the many tasks for commercial managers can be made simple.

UniPhi's cost and contract management modules make commercial management a breeze. Watch this short video on cost management to see how UniPhi incorporates accounting integration to create automated cash flow phasing and cost benchmarking, cost benefit modeling, forecasting, and tracking of expenditure and commitments.

All this can be shared with visually pleasing dashboards that can be customized to suit your organization and its strategy.

UniPhi simplifies project processes and reporting. Bulk upload your cost data to support any analysis and report, creating valuable predictive evaluations.

With UniPhi, integrate your commercial management resources into one user interface, upload your project data and information into one platform and make it simple.

If you want more information on how UniPhi provides this, book a demo here. We look forward to answering your enquiries.

UniPhi In Review - Capterra Campaign

"A penny for your thoughts?" As a UniPhi licenced user, you already made a challenging decision in choosing your project and portfolio management software - UniPhi.

Now is your chance to share what you think,- What we should work on next, or better still share what is excelling for you on the UniPhi Software platform. No news is NOT good news, we would love to hear from you.

All of us here at UniPhi want our product to be the best it can be, so we are ready to listen and take on the 'Good, the Bad, and the Ugly' by accepting and responding to your authentic, genuine reviews. 

Please take a few moments to respond by clicking the link to help us, help you. 
https://www.capterra.com.au/software/154151/uniphi

Your feedback matters - Project Success Together!

Automate Portfolio Cost Reporting

Portfolio Cost Reporting for any Business, PMO or EM

Portfolio cost reporting is a vital component within the realm of business management, bridging the gap between project management and enterprise management. It serves as a critical element of portfolio reporting, one that should not be underestimated, as its accuracy and timeliness can significantly impact the decision-making process and the ultimate success of a portfolio.

Project portfolio management involves the analysis, review, and subsequent reporting at a higher level where priorities are set, potential is assessed, resources are optimised, and investment life cycles are determined. It's the strategic layer where decisions with far-reaching consequences are made.

Accurate and timely portfolio cost reporting plays a pivotal role in evaluating financial risks and gains associated with investment projects. Stakeholders rely on this information to make critical decisions, including whether to proceed, delay, or expand projects within the portfolio.

Resource constraints and project blow-outs are ever-present threats, so the need for automated data in portfolio cost reporting is more significant than ever. Real-time cost data that can be relied on is rare and often resisted by project stakeholders. Achieving automation in this area can drive greater transparency that leads to a less political culture.

Once implemented, the resulting data set can drive all sorts of opportunities. AI and machine learning become possible, leading to productivity savings and better investment outcomes.

Entrepreneurs like Richard Branson, Elon Musk, Naomi Simpson, Yusaku Maezawa, and others demand detailed and relevant reports to guide their investment decisions. If they don't have confidence in the data or reporting, they are unlikely to invest or continue their investments.

Automation in Portfolio Cost Reporting value adding as it evolves.

Business is shifting away from cumbersome spreadsheets and voluminous PDF reports. Modern reporting is often presented virtually through screen sharing and digital boardroom presentations, featuring valuable dashboards and summarised data tables highlighting key information. 

These reports are easy to digest and evaluate, making decision-making more efficient. AI and machine learning technology within these systems provide real-time, accurate data analysis with predictive capabilities and tailored recommendations, meeting the growing expectations of stakeholders.

UniPhi: Your Solution for Portfolio Cost Reporting

UniPhi software can tailor the information to specific needs with a few simple clicks, eliminating tedious manual data manipulation. UniPhi refers to portfolio management as business management to emphasise its broad applicability to investors, organisations, and PMOs.

UniPhi's robust system allows for seamless data roll-up or down, providing a live status across the portfolio across an array of metrics. This means that project teams don't need to invest additional time to provide data for portfolio cost reporting; the data is automatically populated from their cost levels into the overall portfolio cost report. As long as they fulfill their part within UniPhi, the data is reportable at any time with just a few clicks.

Accessing the complex layers of information necessary for portfolio cost reporting has never been easier than with UniPhi. Your stakeholders will receive intuitive and engaging portfolio reports, empowering them to make challenging yet effective decisions with confidence.

Automate portfolio cost reporting - for Infrastructure

Create efficiency in infrastructure projects with Portfolio Cost Reporting

Transparent project costs versus budget is essential on any project but when that one project can cost billions and the entire portfolio of $100bn (as is the case for most governments around the world), the importance intensifies. Cost reports, often referred to as 'cluster cost controls' in government circles, serve as the cornerstone for decision-making processes within the infrastructure sector. The intricate nature of these reports necessitates their compilation over extended time frames, as major construction companies collaboratively undertake mammoth projects, sometimes spanning 5, 10 years or even longer.https://www.infrastructure.nsw.gov.au/media/vg2d0f5p/cost-control-framework-approved.pdf

The importance of rigorous and defensible cost estimates cannot be overstated. These estimates are vital for driving greater transparency and accountability in infrastructure-related decision-making. Government ministers and Cabinet members must have unwavering confidence in the business cases submitted for consideration. Similarly, robust cost control processes and a culture of fiscal responsibility are integral to delivering infrastructure portfolios within the parameters approved by government authorities. https://www.infrastructureaustralia.gov.au/2021-australian-infrastructure-plan-implementation-and-progress

Even in the private sector, who while only forming a subset of the overall portfolio, can still be tracking costs in the billions, having transparent reporting on the current position as real time as possible is essential. These infrastructure portfolios typically comprising numerous tiered projects, all contributing to the ultimate portfolio deliverable.

Portfolio cost reporting acts as a linchpin in ensuring that the investment outlays are transparently accounted for. These reports provide stakeholders with the information they need before approving further financial injections into the projects. Key investors are particularly interested in how risks are being managed and the potential cost implications and timeframes associated with these risks concerning the overall project.

Manually managing these processes within the realm of infrastructure can be a daunting administrative task for most project managers. The proliferation of large spreadsheets that tend to crash, the use of various SharePoint systems to collate meta information or individual spreadsheets to be consolidated only adds to the complexity of report generation.

Automated reporting of cost information via a relational database with a distributed data capture model via web interface or API is a simple technical solution made complex by the number of stakeholders involved, frequently crossing hundreds of contractor and consultant organisations. The reluctance among management to embrace a single collaborative tool often results in the continued use of disparate software solutions, without effective integration to consolidate data. https://assets.kpmg.com/content/dam/kpmg/au/pdf/2020/aipm-australian-project-delivery-performance-survey-2020.pdf

Governments have increasingly recognised the benefits of portfolio management and cost management frameworks https://www.infrastructure.nsw.gov.au/media/vg2d0f5p/cost-control-framework-approved.pdf. This frameworks ensure that administrative tasks align with the ever-evolving governance, risk, and compliance (GRC) guidelines. These guidelines drive the design of a single portfolio cost reporting solution, thereby guaranteeing the authenticity of reported data.

A government report in 2021 underscored the advantages of adopting such frameworks in the quest for a more stable infrastructure sector.https://www.infrastructureaustralia.gov.au/2021-australian-infrastructure-plan-implementation-and-progress

Image by vectorjuice on Freepik

When utilised effectively, UniPhi's capabilities, combined with historical project or portfolio data, can optimise the prediction and preparation of contracts, integrated workflows, budgets, claims, and resource allocations. The data is presented in user-friendly dashboards and charts, facilitating high-level tracking, analysis, and decision-making. UniPhi offers transparency and integration, easing the concerns associated with working with other organisational software systems.

UniPhi enables the effortless aggregation and disaggregation of data, providing real-time cost status across the portfolio. Project teams no longer need to invest additional time in providing data for portfolio cost reporting; the data is automatically extracted from their project cost levels and integrated into the overall portfolio cost report, as long as they fulfill their part within the UniPhi system.

Once this data is consistently captured, all sorts of possibilities open up. UniPhi software has been at the forefront of AI and machine learning integration since its inception. It continually improves project and portfolio predictions, requirements, integration, processes, practices, and reporting capabilities.

Accessing the intricate layers of information required for portfolio cost reporting has never been easier than with UniPhi. Whether your stakeholders are private investors or government entities, they will receive intuitive and engaging portfolio reports, empowering them to make informed decisions with confidence.

Systems Integration - Made Simple

Navigating various tools and platforms can be daunting, often leading to inefficiencies and errors (transpose errors in reporting is a classic example of this). However, with the right approach, professionals can integrate these tools and streamline the reporting process. Modern integration does not need to be complex. When completed, it will simplify project administration, enhance collaboration and thereby improve productivity.  

UniPhi has over 20 years of practical experience in integrating software into our database (hence the name). The application combines manual data capture via a core web application with integration into a variety of applications including Accounting software, EDMS, CRM, scheduling tools, cost estimating platforms and visualisation products. Plugins to Microsoft Office suite means any type of unstructured data can become structured simply by an end user rather than a developer.

Making project software integration a straightforward and efficient endeavour involves:

Define Clear Objectives:

Before delving into the integration process, it's crucial to define clear objectives. Understand what you aim to achieve through software integration – whether it's improving communication, data synchronization, or streamlining workflow. This clarity will guide your decisions throughout the integration process.  This is why we UniPhi have 'Kick-off workshops' to establish the objectives before we begin.

Choose the Right Tools:

Selecting the right tools for software integration is paramount. Ensure that the chosen software aligns with your project requirements and integrates seamlessly with existing tools. Opt for solutions that offer robust API (Application Programming Interface) support. APIs make integration more straightforward and less time-consuming.  The opportunity to discard some systems and just use UniPhi can also apply here, saving further money on discontinuing unwanted licenses or other obsolete subscription costs.

Let software tell you its wrong:

Most integrations will provide data validation before inserting records into a database. This includes checking account codes, business logic discrepancies, missing data and incorrect naming. This middle period of data cleansing is much simpler if you trust the configuration of the source system and it's associated API

Prioritise Data Security:

As integration involves the exchange of sensitive data between different platforms, prioritizing data security is non-negotiable. Choose software solutions that adhere to industry-standard security protocols, like UniPhi which is ISO 27001 accredited and can implement encryption measures to safeguard your project data.

Overall:

Simplifying project software integration is a strategic move that can significantly impact the efficiency and success of your projects, savings costs and hours. By following the above outline you can navigate the complexities of software integration with confidence. UniPhi make adopting and applying these strategies simple and intuitive, contact us and witness the transformation of your project management processes.

UniPhi 2023 Festive Celebrations - Aussie Summer Style!

Streuth! What a rollercoaster ride 2023 has been! The UniPhi Team has survived the twists and turns, and here we are, kicking back in the stunning Sydney, Australia – Circular Quay, no less – soaking in the vibes at the splendid Harbour restaurant, 6 HEAD. It's our last team lunch of the year, and we're ready to bid adieu to 2023 in true Aussie style.

You know how it goes – this time of year is like a mixed bag of emotions, a proper cocktail of reflection, contemplation, and of course, jubilation. We're looking back at the highs, the lows, and gearing up for the wild ride that is 2024.

But today, my project friends, it is all about popping the champers and giving ourselves a pat on the back. 

The UniPhi crew has gone above and beyond the call of duty, and let me tell you, this bunch is as genuine as a kangaroo in the outback. They're committed to their work and the success of the company, and it's time to raise a glass to their hard graft.

This afternoon is all about commemorating the graft, the grit, and the glory. It's the cherry on top of UniPhi's year, which has been nothing short of tough and rewarding.

Merry Christmas and a Happy New Year to all our clients and their families. May your holiday season be rip-roaringly safe and wonderful as you usher in 2024. Now it's time for this team to paint the town red! Cheers!

Earned Value Management - Made Simple

In the realm of project management, success is often measured by the trifecta of time, cost and scope. Balancing these three elements requires a strategic approach, and one powerful tool in the project manager's toolkit is Earned Value Management (EVM). This performance measure methodology, for accurate project tracking, should be used more frequently than is currently practiced if wanting to achieve maximum project success.

Understanding Earned Value Management:
At its core, Earned Value Management is used to measure project performance and progress. It integrates project scope, schedule, and cost aspects to provide a holistic view of a project's health. Imagine it as a financial report card for your project, offering a snapshot of how well it's performing against the plan and outcomes.

Key Components of EVM:

• Planned Value (PV): This is the authorized budget assigned to the work scheduled to be accomplished by a specific point in time. Essentially, it's the value of the work planned to be done.
• Earned Value (EV): EV is the value of the work actually performed by the measured date. It quantifies the project's progress in terms of the budget assigned to the work that has been completed.
• Actual Cost (AC): This is the total cost incurred for the work performed by the measured date. It encompasses all costs, both direct and indirect, associated with the work done.
• Cost Performance Index (CPI) and Schedule Performance Index (SPI): These indices provide a numerical representation of a project's cost and schedule efficiency, respectively. A CPI or SPI value of 1 indicates that the project is on track, while values greater than 1 suggest favorable performance and less than 1 indicates potential issues.

Benefits of EVM:

• Early Warning System: EVM acts as a project crystal ball, alerting project managers to potential problems before they escalate. By comparing planned, earned, and actual values, deviations from the baseline can be identified early on.
• Improved Decision-Making: Armed with accurate data on project performance, stakeholders can make informed decisions about resource allocation, schedule adjustments, and risk mitigation strategies.
• Stakeholder Communication: EVM provides a common language for communication among project stakeholders. Whether it's the project team, executives, or clients, EVM reports facilitate clear and transparent communication about project status and progress.

Conclusion:
Within the world of project management, Earned Value Management emerges as a guiding compass. By intertwining cost, schedule, and scope, EVM equips project managers with the insights needed to steer their projects towards success. As projects grow in complexity and scale, the adoption of EVM becomes not just a choice but a strategic imperative. After all, in the world of project management, knowledge is power, and EVM is the key to unlocking it.

Work package based EVM dashboard

As shown in this screenshot from our Dashboard, UniPhi has strong EVM capabilities for easy assessment and decision-making, that will automatically generate as the project progresses. It is imperative to note the use of EVM as a valuable performance measure, will only be valuable with the quality project set up of the baseline work breakdown structure and forecasted budge from project inception.

If you would like to know more, you can book a demo here, on how the UniPhi software can better support your project outcomes with EVM. If you are already an existing client and want to know more, book a training session here to see how simple it is to establish and use EVM, once you do, your project success will never falter.

Knowledge Hub Launch

Welcome to the launch of our Knowledge Hub, your entry point into the expansive UniPhi universe. 

Our primary objective is to equip you and your team with the knowledge and skills necessary to excel in your project endeavors, leveraging the applications within the UniPhi Software.

Launch Date: 7th December 2023

Location: https://knowledge.uniphi-software.com

Now you can google any type of request and go direct to that features instruction page: How to create a project, add a resource to the right role, what access levels exist and how to configure them plus 20 years more of advice and information.

Expand your capabilities in using UniPhi:

Explore easy-to-locate and digest instruction pages on the latest version of UniPhi across any module or task at any subscription level.

Gain insights and skills through engaging webinars, serving as a central location for reinforcing your UniPhi training and knowledge.

Access quick tips and tricks through the UniPhi YouTube channel to streamline your tasks.

Sign up to self paced tutorials

Need more personalised assistance:

Book a session with a UniPhi consultant if you need personalised support or can't find what you're looking for.