The Natural Resources Institute Finland (Luke) is a research and specialist organisation, which fosters prosperity and a sustainable future from renewable natural resources. (www.luke.fi)
Luke has implemented the Thinking Portfolio project portfolio under the name “Projektori”. After the deployment project, the portfolio has so far been presented in different ways to some 500 users. Training and presentation events have been arranged for them, as well as support for those who have updated their own project information in the portfolio. “In the context of this effort, it has become very clear that the acquisition was the right one, as there clearly is want and need to deploy the portfolio,” says Laura Kitti, Manager of the Luke Project Centre, whose area of responsibility covers the deployment of the Thinking Portfolio project portfolio, as well as the implementation of the new project model.
The simultaneous deployment of the new project model and the new project management system also requires more time for the users to adopt the use of the portfolio. On the other hand, these two new elements support each other, and the portfolio is used according to the new process from the start, which Development Manager Tuomas Nummelin considers an overall positive aspect.
– At the beginning of training sessions, we have often seen a clear challenge in transitioning from the old to the new. This also concerns the new project model. However, there has already been positive feedback that Thinking Portfolio works well in our environment, even though the new modus operandi and the system initially require some extra work from our part in the current transfer phase. The benefit of this will be a lower work load in the future. We are still lacking some routine, but it evolves as we acquire proper experience and see the resulting benefits.
Thinking Portfolio brings transparency, which emphasises working together
Laura describes the diversity of Luke’s organisation and projects. The organisation is of a matrix type where employees belong to vertical research units and projects and, on the other hand, participate in horizontal research programs. Following the organisational structure, the portfolios in Thinking Portfolio are divided into unit, group, and programme portfolios, which are further divided into focus areas. They also have different objectives regarding content and funding. The system is open and every Luke employee can view all projects. They can also compile their own portfolio, which shows the projects they are working on.
– It is awesome that we can examine all the different projects as one and from different viewpoints. A highly versatile tool for portfolio monitoring which is met with a great deal of enthusiasm!
– Finally, our research managers received a great tool for monitoring and maintaining projects, predicting future work and applying for funding. We can get a proper view of the matrix on a much wider scope than before.
The transparency introduced by the Thinking Portfolio project portfolio is much praised by Luke employees. Previously, it was considered challenging to obtain information about what was happening in the house regarding projects and what type of projects were ongoing. With the new project portfolio, a greater emphasis is placed on collaboration. For example, the role of service groups as supporting project managers is more visible. As a whole, we receive more information, the Thinking Portfolio project portfolio helps us communicate, Tuomas sums up.
– Based on user comments, the tool is regarded as user-friendly, they find that we now receive more information. The filtering functionalities and filtered reporting are particularly useful, they immensely support everything we do.
– There is still training in the roadmap. After common training, the sessions will continue, targeted to different user groups. There are high expectations in light of what has been experienced so far. We train a predictive and forward-looking approach, which will be our focus in the future. “I hope and believe that expectations regarding the project portfolio will be met in the future, as well,” adds Laura.
Different types of projects fit smoothly in Thinking Portfolio
Although some projects have yet to be migrated from the old system, a large number of projects have already been imported into Thinking Portfolio. Despite the fact that these include quite different types of projects, they do fit in the Thinking Portfolio project portfolio, irrespective of different funding profiles, for example. Examination of different funding profiles and comparison of research and development projects up to corporate cooperation is now also smoother. Furthermore, the management of uncertainty has improved through the resource planning of the project portfolio, Laura and Tuomas list the progress introduced by the portfolio.
– We recommend the Thinking Portfolio project portfolio for other research institutes and organisations, as well. One of the most significant functionalities of the portfolio is making the uncertainty related to the future measurable and linking it to the other information in the portfolio. We also see plenty of opportunities in the open idea incubator, where the foundations for future projects are laid.
The project portfolio matters of the Natural Resources Institute Finland were related to us by the Manager of the Project Centre, Laura Kitti, and Development Manager Tuomas Nummelin.
