Agenda Common Challenges Solution Goals Demo, from two perspectives: Project Managers PMO Team Going Forward
Common Challenges 1. Redundant, manual processes are time consuming for the PMO and Project Managers, often significant time spent each month preparing static reports for Executives. 2. Data Analytics and KPIs are difficult to monitor because data is housed in disparate sources including spreadsheets, shared drives, SharePoint sites, etc. 3. No audit or historical information is usually not available to Project Managers causing them to spend excessive time to provide leadership with project performance status updates 4. With numerous manual inputs, the opportunity for errors is high while reports produced come with a low degree of confidence.
Solution Goals 1. Help organizations streamline data collection processes. (e.g. eliminate the need for redundant data-entry). The solution simplifies the information-capture for both the PM and the PMO 2. Enable robust reporting on authoritative data using techniques like scorecards, dashboards and / or reports. 3. Help organizations to centrally manage authoritative data. (e.g. manage data in a structure / format that supports data analysis and reporting scenarios) 4. Reduce or Eliminate opportunities that invite typos and errors. Guide the users through the process to reduce guess-work and provide better visibility into what will be reported. 5. Providing for a smooth transition, demonstrate how objective metrics can be derived and compared against subjective measures.
Tools We focused on achieving these goals by leveraging to the greatest extent possible, products and technologies that most agencies already own or have access to, such as: Microsoft Project Server Microsoft SharePoint SQL Server Platform Microsoft Office
High-Level Solution Architecture
Breakdown of the Tools Project Server 2010 – Leverages current investments and provides significant scalability. With a few custom fields, we capture the key information needed and simplify the tool at the same time. Project Managers of any maturity level will recognize the flexibility of the design. SharePoint 2010 – Also leverages current investments and provides outstanding collaboration and Business Intelligence tools. Project teams are given collaborative space which becomes a one-stop shop for all project-related information. MS Excel 2010 – Perhaps the most widely used data collection and analysis tool in the world. Not only is this a familiar interface for users, but Excel is very flexible and supports the ability for PMs to easily update their financial baselines, projections and performance indicators. Using Excel will drastically improve user adoption of the system because there will be little to no learning curve.
Demo – A Day in the Life of a Project Manager Creates a Project in Project Server Opens Excel, follows the guide to enter projections and save a baseline Monthly – Re-opens the Spreadsheet and updates Actuals and Projections
DEMO A Day in the Life of a Project Manager
From the standard Project Web App site, Project Managers can easily get to any of their projects. PM selects their project and clicks here to access its SharePoint site (or they can just go straight to the SharePoint site)
They use the site to create and manage their project deliverables. They use the site to manage and address issues They use the site to manage and mitigate risks The site provides them with links to content (pages and even videos) that help them perform their work. The task provides the PM with an explanation of what is required and a link directly to the Microsoft Excel-based budget tool, making it easy for them to access the tool that is used to prepare and save their financial baseline for their project. The SharePoint-based project collaboration site is the single location that the PM goes to access all project-related information and tasks. Each Project in Project Server has one of these sites. Importantly, the site automatically generates tasks which remind the PM when various activities are needed. For example: immediately after a new project site is created, a task reminds the PM that they need to prepare a financial baseline.
12 The Project Manager uses Microsoft Excel to create their Financial Baseline. The Excel- based tool includes a custom task pane that guides the PM through what they need to do.
13 The rows and columns presented to the PM align precisely with the tasks and task durations that exist within their current project plan. This enables the them to easily spread cost projections across the time range of their project plan. When they click Manage Baselines, they are taken directly to the place within the workbook where they need to enter their baseline projection data.
At this point, the PMs task has been completed. A financial baseline has been saved in accordance with the Project Schedule. The Project is Ready for Execution! A month goes by and it is now time for the PM to prepare and submit their monthly financial projections and subjective performance measures. As always, they visit their projects collaboration site to do this.
15 Once again, this task tells them what they need to do and provides a link directly to the Excel budget tool. No need for them to look around for this Excel workbook! Today when they visit their project site, they notice a new task pending their action. This task is reminding them that it is time to perform their monthly projections.
After clicking the link in the task, the project budget spreadsheet is launched. Once again, the rows and columns presented in this sheet align precisely to the current project plan. For example, if the duration of the project plan increased, additional columns will appear in the spreadsheet so that the PM can project costs into the new periods.
Once they have entered their projections and subjective performance measures, they simply save their projections for the given reporting period. If their revised projections exceed the PMOs threshold, they will be notified that an action is required. At this time, the PM can also easily enter their subjective performance measures and gain quick insight into various project-level status and measures.
At this point, the Project Manager (PM) has completed their monthly projection process. A projection snapshot has been saved into a centrally managed database and the Project Management Office (PMO) gains immediate visibility into project performance. Each month, a task is automatically generated for the PM reminding them that they need to perform their financial projections. That task is prominently displayed on the landing page of the Project Site as previously depicted.
Assuming the PMs recent projection triggered the need for a variance report, a task will be waiting for them in their project site reminding them to fill out the report. This time, the task points the PM directly to the Variance Request form. They can click the link and the form will be opened, prepopulated with information that comes directly from the database. No need for re-typing data that has already been captured in prior steps!
After clicking the link in the task, the variance form is launched. This form itself can be governed by a SharePoint workflow such that when submitted, a review / approval workflow is initiated.
Collectively these tools greatly simplify the work that is required of the PM. Additionally, more reliable data is collected throughout the process and this data is centrally managed in an authoritative database.
Demo – A Day in the Life of a PMO Member Provides process oversight, supports PMs Sets up new reports, as needed Performs analysis of project performance Identifies corrective action needed and assists with managing the change
DEMO A Day in the Life of the Project Management Office Member
From the PMO Central site, all reporting is driven via the Business Intelligence section on the Quick Launch. Click Portfolio Dashboard to start. From the PMO Central site, all reporting is driven via the Business Intelligence section on the Quick Launch. Click Portfolio Dashboard to start.
Each KPI includes a drill- down to the project. For example, click to expand Cost Performance. You are taken to the Performance Point Dashboard showing a Performance Scorecard for all the projects.
You can now see the projects and KPI for each of them. The white diamond means the data for that time period hasnt been entered yet. In this case, the Project Managers need to update their projections. To look at a prior time period, change the drop-down for Month here. With this, we can view what the projects / portfolio looked like from a prior reporting period. Lets click 2013 February to see what the dashboard looked like 3 months ago.
Great! You can see that all the projects have data entered for this month. Click a project to see what other information is available The chart on the right is updated to reflect the information for the selected project. You can see that this project was projected to spend much more than the baseline at one point.
So far, weve been focused on Cost Performance. The other metrics work the same way. Go ahead and expand Schedule Performance, then choose a project.
For Schedule Performance, you can also see some additional milestone performance information.
Ok, lets see what other reporting options are available. From the PMO Site, lets click into the Report Gallery
This one is an Excel Services report that uses an SSRS data connection to pull data from SQL. Click the picture to open the report. The Report Gallery is actually a Power Pivot Gallery that uses some of SharePoints finest BI features. In this gallery, there are a number of reports. Lets go through them to show the types of reporting that is available.
To return to the Gallery, click File Close. The data in these reports are refreshed automatically when you open them.
These two reports pull data from an OLAP Cube. Lets click the Milestone report to see the details.
The reports rely on Excel Pivot Tables to slice the data. Via the web, you can filter or sort by any column. E.g. To see upcoming milestones, filter by Finish Date These reports are all completely tailorable, as well. Click Open in Excel to see how easy it can be. Its that easy! The Start Date is now instantly added to the report. Using Excel, you also have Conditional Formatting and many other options available to make the report look nice. Make any other tweaks as you see fit. Republish the report and close Excel when youre done. Add the TaskStartDate by dragging-and- dropping it onto the Pivot Table.
This Portfolio Analyzer report is particularly interesting and uses PowerPivot to slice data. Click the image to open the report.
Notice at the top of this report that there are several slicers. Lets quickly look at only the DMB projects by clicking the value in the Portfolio Slicer. The report is instantly updated to show only the DMB projects. Lets dig a little deeper. I am especially interested in a few of the DMB projects. Hold down Ctrl while you click the projects to include. Finally, I only want to focus on this current year, so click 2013 in the Year Slicer. Again, my report is updated instantly. This data is starting to tell me something about my projects. E.g. Notice the projected expenses tail off near the end of the year. Next time I am planning my budget, I can better plan the portfolio with this information. This report also has another tab. Click the second tab to open the other worksheet. The same type of Slicers are available. On this page, though, I can even drill down to see the performance of specific phases in my project. These reports show the same information in the previous tab but just in a different manner. E.g. I planned to spend 7% of my total budget on the AMS project, but so far, it only accounts for 3%. Why is that? To return to the Gallery, click File Close.
Finally, a new feature with SQL 2012 is PowerView reporting. This particular report uses PlayAxis to animate my report.
In this report, were using Play Axis to animate the data. Click the button to the left of the time slider to play the report. This type of report is particularly useful when preparing a presentation. The report can be exported directly into a presentation and can animate live data, directly from PowerPoint. Click File Export to PowerPoint.
As you can see, once the data is in a database, we open up lots of possibilities for analyzing data, using out-of-the-box SharePoint and Excel Business Intelligence tools.
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