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Mastering PPM Compliance: A Comprehensive Guide to Project Portfolio Management Rules and Standards

Explore our detailed breakdown of PPM compliance rules across project approvals, data quality, pipeline health, and KPIs. This comprehensive guide helps project managers implement effective compliance monitoring and improve delivery predictability in enterprise portfolio management.

1. Compliance to PPM Business Rules

1.1 Proper Approvals

  • 1.1.1: Number of Projects in Selected to Implemented Stages for Gate 2 approvals

    • Please determine subset of projects to count per your system metadata
  • 1.1.2: Number of Projects in Delivering to Implemented Stages for Gate 3 approvals

    • Please determine subset of projects to count per your system metadata
  • 1.1.3: Number of Projects missing evidence of Gate 2 Approval

    • Rule is met if: Depending your the business process
  • 1.1.4: Number of Projects that do not have Baseline 1 Set in PPM System

    • Rule is met if: ProjectBaseline1Work is NULL, if project is in flight
  • 1.1.5: Number of Projects that do not have Baseline 2 Set in PPM System

    • ProjectBaseline2Work is NULL if project is in flight

2. Data Quality in PPM System

2.1 Enterprise Resource Pool

  • 2.1.1: Total People Resources

    • No additional constraints or calculations.
  • 2.1.2: Has One or More Data Quality Issues

    • Rule is met if one of or both 2.1.3 or 2.1.4 is met.
  • 2.1.3: Number of Active Resources with Missing Data in User Profile

    • This section was revised July 14 to show individual fields with missing data, instead of one single compliant/non compliant rule.
  • 2.1.4: Resource Contract Date is in the Past

    • Rule is met if Resource Contract End Field is in the Past per this rule: [Resource Contract End] is less than today and [Labour Type] is one of Consultant, Contractor or Student and [Resource Is Active] is true.

3. Initiative Pipeline Health (Defined - Selected)

  • 3.1: Total Initiatives in Defined to Selected Stage

    • No additional constraints or calculations apply
  • 3.2: Initiatives with Data Quality Issues

    • Rule is met if any any combination of the following four rules are met 3.3, 3.4, 3.5 or 3.6.
  • 3.3: Number of Items With Start Date in the Past

    • The start date [ProjectStartDate] < Now, OR finish date [ProjectFinishDate] < Now (Now is the time the report is executed to get fresh data from the system)
  • 3.4: Items Assigned to "Inactive" Resources (DM and/or PM)

    • Each project has a Project Owner in PWA, and in turn is the Project Manager, the Delivery Manager is a separate field in PWA, both people must but be set as Active in "Enterprise Resource Pool (ERP)".
  • 3.5: Initiatives Pre-Assigned with With Actual Costs

    • ProjectActualCost > 0
  • 3.6: Number of Projects without a Class C+ with a start date within 18 months

    • The projects Current Project Status field is Active, Project Cost field is 0 and the Project Start date is between Now and less than 18 months from now.

4. Project Pipeline Health

  • 4.1: Number of Projects in Assigned to Implemented Stages

    • No additional constraints or calculations.
  • 4.2: Number of Initiatives With Data Quality Issues

    • Rule is met if any one of the following 6 rules are met (4.3 to 4.8)
  • 4.3: Number of Projects With Remaining Work Allocated to Inactive Resources

    • ResourceIsActive field is False and AssignmentRemainingWork > 0. Note: Can include "Generic Local Resource" Work
  • 4.4: Number of Projects With End Dates in the Past

    • ProjectFinishDate Field is earlier than Now.
  • 4.5: Number of Projects With Actual Costs in the Future Months

    • AssignmentActualCost field is greater than 0 and the Assignment By Day Date is greater than today.
  • 4.6: Number of Project Plans in Delivering Stage That Have Not Been Published in More Than 2 Weeks

    • StageName Field is 'Delivering' and [Current Project Status] = 'Active' and ProjectModifiedDate is older than two weeks ago.
  • 4.7: Number of Cancelled Projects With Actual Costs in the Future Months

    • [Current Project Status] = 'Cancelled' and AssignmentActualCost field is greater than 0 and the Assignment By Day Date is greater than today.
  • 4.8: Number of Projects With Status Inactive or Cancelled

    • [Current Project Status] field is either 'Inactive' or 'Cancelled'

Published: March 21, 2025

Last updated: March 24, 2025