Microsoft ® Office Enterprise Project Management Solution (EPM)

Introduction Microsoft Enterprise Project Management (EPM) Building an EPM Vision Case Study: Bonneville Power Authority Challenges  PMO (Project Management Office)  Portfolio Management  Integration with LOB (Line of Business) apps. EPM 2007 – What’s new Q & A

Larry Mead, PMP Senior EPM Consultant – MCS (Microsoft Consulting Services) – Solution Services Team History: 20 years  USN  MIS- Undergrad, Grad- Business  PM-overseas, newspaper plant operations  NY Times – site management  EPM Consulting – BPA Current: Atlanta, GA

Strategic initiatives Operational improvements Business transformation activities as well as traditional development projects Process EPM TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects A coordinated organizational approach to achieving business goals through a continual nucleus of projects and processes which include:

Business has… Business Processes Project Management Organizational Culture Core Competencies Information Systems How do we combine all of these to establish Enterprise Project Management in your organization? EPM Vision

Years with Project Management Practice DOE, DOD, Aerospace & Defense 10 years Level 1 Level 2 Level 3 Level 4 Level 5 Project Management Maturity Level Automotive Systems Engineering Financial Services Pharmaceuticals Retail Construction 30 + years * * * * * * * Source: Value of Project Management in IT Organizations survey, Center for Business Practices, February 2002

7 – No Workflow gating. – Inability to forecast using EVA – No central PM authority – Inconsistent reporting, tracking, estimating methods – Roles and Responsibilities not clearly defined – Unstable environment and infrastructure. – Inconsistent formal project management expertise among organization – Culture change barrier EPM process adoption, project development. – Current processes non-existent or not documented – Multiple sources of data and databases (i.e. Remedy, Workforce, Peoplesoft, Livelink docs, Sharepoint) – Informational meetings – Redundant work- Passport and EPM – Project interdependencies between departments not communicated.

8 – People, Process, Tools (EPM Platform) Process EPM TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

Process - Define Capabilities; Critical Requirements Resource Management Project Management Project Portfolio Management Budget & Cost Tracking Reporting & Analysis Creating Plans & Defining Scope Developing & Managing Schedules Understanding Tasks & Required Skills Identifying People, Equipment, etc. Understanding Availability of Resources Matching Skills to Assignments Alignment of Projects with Strategy of the Firm Establishing Project Priorities Allocation of Resources Understanding and Identifying Project Costs Managing Associated Budgets Identifying Risks to Organization Communicating Status to Organization Gathering Insight Identifying Risks to Organization

A temporary endeavor undertaken to create a unique product or service. PMBOK Process EPM TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

Project Variables Tasks Strategy - Levels Of Project Data Resources, Assignments ScheduleActualsCostsActuals EVA Process EP M TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

Project Management Office (PMO) Project Management Office (PMO) The mechanism through which a Structured Project Management Program is established and maintained within the organization Mature Project Management Project Management Office (PMO) Structured Project Management Program Strategy Process EP M TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

Technology - Connecting Your People to Projects Executives Resource Managers Team Members Project Managers Line of Business Systems Process EP M TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

14 Portfolio Management Resource Management Initiation/ Prioritizing Communication/ Collaboration Schedule Management PMO Scope Management Risks/Issues Architecture review Enterprise Templates Executive Dashboard Resource Management Enterprise resource pool Resource Pool scrub - AD Sync Allocation Reports by Project/Resource Type Project Time Reporting Change Mgt. Variance Analysis Pilot Migration to EPM Production Schedule Estimating Health Reports Project Status Report Standard rates samples and out of the box reports Earned value S curve reports Cost reporting LOB integration EPM Training Delivery - UAT Date Requirements mapped – Integration to LOB Guiding Principles/Best Practices/UAT testimony POC/Pilot Phase 1 Initial Requirements Date Technology Culture impacts Templates & update cycles established Data/Usage Patterns established PM101 training Training Risks/Issues Define notification parameters Risk Management Baselining Process Gap Analysis, Remedy & EPM EPM & Prioritization POC Phase 2 Workflow rollout Proce ss EPMEPMEPMEPM Technolo gy Strate gy Peopl e Projects Projects Projects Projects

Prioritization Of Selected Projects Positions newly approved projects relative to all other projects in the portfolio Can utilize the criteria in the selection process with weights/scoring for each criteria End result is a ranked list of projects within the portfolio

BPA Deliverables Project web site Common PM tool, planning processes, PM language Centralized PMO-using BUP template Update cycles and communication plans Microsoft Project EPM Change management initiative using Clearquest Train the trainer programs BES/P2003 integration running in John Quinata’s PMO. Dedicated servers for TM future initiatives Top-down buy-in with BPA representation in PMO for bottom up accuracy

Project Management processes were adopted, configured to the specific needs of the organization. Project Management Office became center. Conclusion The interface between Passport, PeopleSoft and Microsoft Project 2002 has achieved significant improvements at Bonneville Power Administration. It improved enterprise reporting and resource planning, as well as project monitoring and tracking. It also allows project managers to take advantage of advanced project management features that will ultimately lead to better control allowing better informed decisions to be made in a timely manner resulting in improved efficiencies and cost saves. Process EP M TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

Obtain knowledge and understanding of the EPM system – You’ve already started! Develop and validate you EPM business case and “Roadmap” Define Pain Points Execute Roadmap Take a phased approach Limit the technology Process EP M TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

WHAT IS NEXT FOR PEOPLE, PROCESS AND TOOLS? Project 2007 Process EPM TechnologyTechnology StrategyStrategy People Projects Projects Projects Projects

An Enterprise Solution… Timesheet ReportingResource Plans Data Warehouse Security Event/Notificatio ns Task Assignment Scheduling Budgeting Capabilities Portfolio Selection Portfolio Gov LOB: ERP CRM Platform Front- end Services Capabilities

Understand Project’s scheduling  Change Highlights – What if Scenarios  Task Drivers  Multi Level Undo Cost Enhancements  Cost Resources  Account Codes Timesheets and Task Management Proposals & Activity Plans for Workflow Integration with PPS (Project Portfolio Server) purchase of UMT Resource Plans Outlook Integration EPM 2007 Easier to Get Started Enable faster and broader adoption

35 Project Portfolio Server Acquisition Portfolio management was a functional gap in the Microsoft project management solution UMT’s Portfolio: Developed by UMT, represents over 15 yrs of project portfolio management and analysis Not an add-on to a project management tool The missing ingredient

36 0%2%4%6%8%10%12%14% Media & Entertainment Chemicals Food & Beverage Healthcare Transportation Other Insurance Technology Pharmaceutical Professional Services Manufacturing Energy & Utilities Government Banking & Fin. Services Source: February 17, 2006 survey of UMT PPM Webinar Participants PPM Participant Industries

37 Project Server Gateway Workflow Example Synchronize actual and forecast project data from Project Server with Portfolio Server to effectively manage and track portfolio performance through execution. As projects are being executed, the Gateway is used on a periodic basis to automatically aggregate detailed project data (i.e. actual and forecast) from Project Server to Portfolio Server. In this way Portfolio Server offers a central view with all pipeline and in-flight portfolio information for full ongoing portfolio management. 3 3

38 Project Tracking and Roll-up Standards clarify reporting and enable aggregation Financial and resource tracking provide early warning of projects at risk On-line format promotes visibility and streamlines data collection

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