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Best practices for launching SPM/PPM when multiple business units are being merged?

entcenginee
Tera Contributor

10 hours ago

Hi all,


I’m joining a new organization where three separate business units are being consolidated into one. I’ve been brought in as a senior architect/consultant to lead the ServiceNow SPM/PPM strategy.

 

Before I begin solutioning, I want to make sure I’m asking the right discovery questions on Day 1.

If you’ve gone through similar mergers or large-scale SPM/PPM rollouts:

 

What are the most important questions I should ask up front?

 

What are the top pitfalls to avoid when harmonizing processes from multiple BUs?

 

Any recommended approach for aligning portfolio governance, demand intake, and resource management across previously siloed BUs?

 

What early quick wins have helped you build momentum and executive confidence?

 

Would appreciate any insights or lessons learned from the community.

 

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Marcos Gianoni
Mega Expert

8 hours ago

Recommended Approach for SPM/PPM Launch (ServiceNow Best Practices)

Based on ServiceNow's best practices for launching Strategic Portfolio Management (SPM) / Project Portfolio Management (PPM) across multiple business units (BUs), the key strategy is to strike a balance between standardization and flexibility while ensuring strategic alignment.

The recommended solution is an Enterprise-wide Deployment (EWD) of SPM, which allows multiple BUs to use the platform. This model accommodates their specific needs while maintaining a unified data model and a common governance framework.

 Phased Strategy and MVP Focus

 

The core approach is to start with a Minimum Viable Product (MVP) and adopt a phased approach, focusing on critical value and common requirements first.

  • Identify Critical Needs: Start by understanding the critical and common needs of the different BUs (the "must-haves" and "should-haves"). This informs the implementation roadmap.

  • Focus on OOTB MVP: Develop the first iteration of PPM/SPM as Out-of-the-Box (OOTB) as possible, with minimal adjustments to support the common needs across all BUs. The goal is to get users into the system quickly to begin using it and providing feedback.

  • Backlog for Unique Requests: Maintain a backlog for more unique or individualized BU customizations. Evaluate what can be incorporated in later phases, always checking ServiceNow release notes to avoid duplicating upcoming features.

  • Phased Implementation: Plan the SPM deployment in phases, starting with the MVP. This reduces risk and allows you to focus on achieving clear goals and targets in each step.

Engagement and Governance

Clear governance and stakeholder involvement are paramount:

  • Early Stakeholder Engagement: Involve IT leaders, the PMO (Project Management Office), product managers, and decision-makers (Director level and above) from all BUs from the start. This ensures the solution meets everyone's needs and promotes buy-in.

  • Unified Data Model: EWD emphasizes a unified data model and a common governance structure. This is crucial for consistent reporting and ensuring that work across all BUs aligns with the overall corporate strategy.

  • Strategic Alignment: Use SPM to ensure that all work (projects, demands) is aligned with the strategic objectives, OKRs (Objectives & Key Results), and investments defined by the organization.

 

Training and Adoption

  • Comprehensive Training: Offer training sessions in various formats (recordings, live sessions, documents) and ensure there is a commitment to participation, backed by leadership (top-down approach).

  • Process Communication: If you choose to defer the implementation of Programs or Portfolios initially (a common ServiceNow practice to avoid design issues), clearly communicate the Future State Process. People will naturally try to group Projects, and this is when you should direct them to the Process Flow documentation to understand how the business intends the Portfolio to operate.

The best practice is to start small, focus on OOTB value, and build gradually, ensuring BUs have the minimum necessary flexibility to support their unique processes within a unified framework.

Would you like me to search for more examples of how other companies have implemented SPM/PPM in complex environments?

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