0 What is Project Online and why should I care? Treb Gatte, MBA, MCP, MCTS, Project MVP

1 Welcome to SharePoint Saturday Houston Please turn off all electronic devices or set them to vibrate If you must take a phone call, please do so in the hall so as not to disturb others Special thanks to our Title Sponsor, ProSymmetry Thank you for being a part of the 5 th Annual SharePoint Saturday for the greater Houston area!

2 Thanks to all our Sponsors!

3 Information Speaker presentation slides should be available from the SPSHOU website within a week or so The Houston SharePoint User Group will be having it’s next meeting Wednesday April 15 th. Please join us at

4 Managing Partner, Helped well-known companies like Wells Fargo, Starbucks and Tory Burch achieve project management success. Project MVP Authored two books on Project and SharePoint CIO Magazine Contributor, where he writes the new blog, the Effective Enterprise. Former Project Engineering Team Microsoft Treb Gatte

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9 This is the Project!

10 Projects are Social! Managed conversations Plan is the shared notes “Latest state of the conversation” Organizations can have hundreds of these conversations going on concurrently

11 Project Online helps enable the right conversations, answering four key questions.

12 Are these projects to carry the company forward? What projects can we afford? Can we staff the projects we have? When are these projects to be completed? Core Questions

13 Are these projects to carry the company forward? What projects can we afford? Can we staff the projects we have? Scenario 1 – Cost + Resource

14 Are these projects to carry the company forward? Can we staff the projects we have? When are these projects to be completed? Scenario 2 – Schedule + Resource Core

15 Are these projects to carry the company forward? What projects can we afford? When are these projects to be completed? Scenario 3 – Cost + Schedule

16 Communications Flow When are these projects to be completed? Can we staff the projects we have? What projects can we afford? Are these projects to carry the company forward?

17 Quiz Time What is the number one need companies think they have when they look at Project Online? A – Scheduling – “What are we doing” B – Resource Capacity Planning – “Who’s doing it” C – Cost Management – “What’s it going to cost” D – Portfolio Management – “Why this project”

18 Quiz Time What is the number one need companies realize they have when they look at Project Online? A – Scheduling – “What are we doing” B – Resource Capacity Planning – “Who’s doing it” C – Cost Management – “What’s it going to cost” D – Portfolio Management – “Why this project”

19 Resource Management

20 Typical Day at the Office

21 Let’s Talk About OPRA.

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23 The OPRA Model Overhead is time away or required corporate activity as an employee Project work is for projects Recurring is work that occurs repeatedly over time Ad Hoc is reserved time for unexpected Project or Other work Assumes highest priority time is spent on Recurring and Ad Hoc work

24 OPRA Illustrated Joe – 40hJane – 40 hGaneshLiAlex Overhead – 3 hrs/wk Recurring – 5 hrs / wk Ad Hoc – 15 hrs / wk Project – 17 hrs / wk Overhead – 3 hrs/wk Recurring – 5 hrs / wk Ad Hoc – 15 hrs / wk Project – 17 hrs / wk Overhead – 3 hrs/wk Recurring – 5 hrs / wk Ad Hoc – 15 hrs / wk Project – 17 hrs / wk Overhead – 3 hrs/wk Recurring – 5 hrs / wk Ad Hoc – 15 hrs / wk Project – 17 hrs / wk Overhead – 3 hrs/wk Recurring – 5 hrs / wk Ad Hoc – 15 hrs / wk Project – 17 hrs / wk Elena - Mgr Overhead – 3 hrs/wk Recurring – 18 hrs / wk Ad Hoc – 15 hrs / wk Project – 4 hrs / wk Unplanned Support & Operational Work Planned Support & Operational Work

25 Resource Management demo

26 Schedule Management

27 Why Schedule Management? Two way conversation between team and PM Easier to get status for PM via Tasks, Timesheets or both One version of the truth for all reporting Integrated team site to manage project artifacts Customize the starting point by type of work Integration with PowerBI and supports a form of metadata

28 Team Member Project Manager Update Cycle Executives PM Publishes Assignments TM Submits Updates PM Accepts Updates and Publishes Updated Plan Data is available for BI

29 Schedule Management demo

30 Cost Management

31 Cost Management Basics I always put in dollar values for resources Can also track non-resource costs Two types of cost resources – Budget – What am I going to spend – Expense – What did I actually spend Can track costs over time

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33 One client, using Project to manage a 300 million dollar IT budget, had an annual variance of: A – 0.2% B – 0.05% C – 3% D – 5%

34 Cost Management demo

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36 Why Portfolio Management? Constraints!! Take politics out of the process Accountability and traceability

37 The Process Adjust project list Apply headcount Adjust project list Apply budget Get raw stack rank Denote project contribution to each driver Create Analysis Create Drivers that will be used to rank projects

38 Portfolio Management demo

39 Are these projects to carry the company forward? What projects can we afford? Can we staff the projects we have? When are these projects to be completed? Recap

40 Q&A Please submit feedback by going to or by scanning this lovely QR Code.

41 Blog: LinkedIn: CIO Magazine blog: enterprise/ enterprise/ Contact Info