Request for Quote: Project Portfolio Management Software

Overview Creative Australia is the Australian Government's principal arts investment and advisory body. Creative Australia is seeking quotes for project portfolio management (PPM) software. Scope Software Requirements Provide a single, shared view of program and projects across Creative Australia including delivery pipeline, priorities, status, resourcing and history Support project prioritisation based on strategic alignment, resource capacity, risk analysis and value Map program and project hierarchies, relationships and dependencies Provide configurable workflows, stage gates, approvals and escalation pathways Enable consistent governance, delivery and risk management across the project portfolio Automate reporting on performance, KPIs, outcomes and resource use Statement of Requirements Provide a project management framework to support the selection, prioritisation, management and monitoring of current and proposed programs and projects Provide a single source of information and data entry on past, current and proposed project activity Provide a shared view of program and project activity across Creative Australia, providing transparency on what's in the pipeline, what's in progress and what's been completed Support informed decision-making on project prioritisation and resource allocation based on strategic alignment, value and impact, risk assessment, urgency and consequence, and budget and resources Support capture of hierarchical and predecessor-successor relationships between programs and related activities Enable consistent and scalable project delivery with definition of decision points, governance requirements and escalation pathways, supporting the end-to-end project lifecycle (ideation, initiation, planning, execution/monitoring and close-out) with stage gates and automated workflows for notifications, approvals and handovers Support customisable workflows, user-definable fields and updateable lists of values Provide dashboards and reporting for executives and managers Support identification and management of risks, assumptions, issues and dependencies Support resource identification and management Provide support for a Project Consultation Committee process Scope of Works and Deliverables Creative Australia requires the delivery and implementation of a project portfolio management solution that provides a single, organisation-wide source of information for proposed, current and completed programs and projects, including: A configured PPM solution covering portfolio visibility, pipeline management and prioritisation; hierarchies, relationships and dependencies; lifecycle management with stage gates, approvals and escalation; planning, scheduling and milestones; risk, assumption, issue and dependency management; resource allocation and capacity planning; budget, expenditure, contract and committed-spend tracking; configurable workflows, fields, permissions and role-based access; document, decision and deliverable records with audit trails; and Project Consultation Committee support Dashboards and reporting, including project-level status reporting, portfolio and executive dashboards, budget-versus-actual-versus-forecast reporting, resource visibility, milestone, deliverable and consolidated RAID reporting, self-service reports, export to Excel, PDF and PowerPoint, and Power BI and enterprise data platform integration Systems integration and data migration, including migration of approximately 250 existing program and activity records from the SharePoint Activities Register, integration with Microsoft Entra ID, SharePoint, TechnologyOne and the enterprise data platform, APIs, bulk import/export, webhooks and documented data schemas, and secure, reliable integration processing Implementation and transition services, as outlined in the tender documentation Instructions to Tenderers Quotes may be lodged to the following address: carolyn.watts@creative.gov.au Tender documentation: Request for Quote for Project Portfolio Management Software