American Chemical Society Project Management Information Systems: Overview and Case Study PMI Baltimore Chapter Meeting Columbia, MD May 18, 2009

American Chemical Society 2 Agenda What is a PMIS? Why Implement a PMIS? Factors in PMIS Selection Case Study: American Chemical Society

American Chemical Society 3 PMIS Definition: An information system consisting of the tools and techniques used to gather, integrate, and disseminate the outputs of project management processes. It is used to support all aspects of the project from initiating through closing, and can include both manual and automated systems - From the Project Management Body of Knowledge, Fourth Edition

American Chemical Society 4 Why Implement a PMIS? To solve a problem! Quality Budget Timeliness Communications Records Management Training Standardize Processes Track Progress

American Chemical Society 5 Factors in PMIS Selection It’s all about the culture Decision Making Risk Tolerance Communications Style Process Orientation Technology Adoption Access

American Chemical Society 6 Case Study The American Chemical Society

American Chemical Society 7 What is the American Chemical Society? Nonprofit, founded in 1876 and chartered by the U.S. Congress in 1937 Largest scientific membership organization in the world (154,000+ members worldwide) Mission: “to advance the broader chemistry enterprise and its practitioners for the benefit of Earth and its people.” Vision: “Improving people’s lives through the transforming power of chemistry.”

American Chemical Society 8 ACS: The Early Days of Project Management (circa 2000) Small groups of IT Project Managers reporting into different areas Little to no project management expertise outside IT Silo systems with little to no integration Project Management process left to individual project managers Small development teams dedicated to specific systems Limited focus on Portfolio Management

American Chemical Society 9 ACS: Change Drivers Shift towards Web-based services for Members and Subscribers Move to Enterprise platforms Increase in Project Management skill outside of IT Increased size and complexity of IT group to support Enterprise platforms Increased emphasis on Portfolio Management Introduction of Program Management

American Chemical Society 10 ACS PMIS: First Steps 1.Purchased and customized out of the box Software Development Life Cycle (SDLC) templates - Process On Demand by BOT InternationalProcess On Demand by BOT International - Could also use PMI’s Book of FormsBook of Forms 2.Developed a process for managing the SDLC -Captured wet signatures on documents -Instituted a steering committee for governance and adoption 3.Purchased a hosted solution for pdf storage and project reporting - i-Ligni-Lign

American Chemical Society 11 ACS PMIS: Today 1.Implemented SharePoint (first WSS 2.0, then MOSS 2007)WSS 2.0MOSS Added Project Management templates and reporting features - PMPoint by BrightworkPMPoint by Brightwork 3.Automated SDLC approvals and document management in PMPoint 4.Implemented aspects of portfolio management (project requests and approvals)

American Chemical Society 12 ACS PMIS: Why SharePoint Already a Microsoft shop Cultural factors: –Decision making is consensus oriented (collaboration tools) –Risk tolerance is low (out-of-the-box solution) –Communications style is formal (document management) –Process orientation is minimal (flexibility) –Technology adoption is high, in pockets –Access needs are moving towards off-site with partner collaboration (external access)

American Chemical Society 13 ACS PMIS: Project Requests

American Chemical Society 14 ACS PMIS: Project Approvals

American Chemical Society 15 ACS PMIS: Project Site

American Chemical Society 16 ACS PMIS: SDLC Workflows

American Chemical Society 17 ACS PMIS: Support Site

American Chemical Society 18 ACS PMIS: Wikis

American Chemical Society 19 ACS PMIS: Blogs

American Chemical Society 20 The ACS PMIS: the Future 1.Further automate IT work request intake and approval process

American Chemical Society 21 The ACS PMIS: the Future 2.Determine complimentary functions and integrate SharePoint with the Atlassian Suite for developmentAtlassian Suite

American Chemical Society 22 The ACS PMIS: the Future 3.Implement Microsoft Project Server as a compliment to project sites in SharePointMicrosoft Project Server

American Chemical Society 23 Questions? Jennifer Arndt, PMP, PgMP PMO Manager, American Chemical Society Twitter: