Reporting to Management Using Microsoft Project and EPM Derek Loar, Pcubed

Agenda 1.Perspectives in Project Information 2.Types of Information Views (reports) 3.Project Metrics 4.Resource Capacities

Organizational Rollup Tools, Technology, Training and Knowledge Transfer Alignment with Business Objectives Integrated Delivery Framework Real-time Executive Decision Support Collaboration and Project Management Portfolio Management Programs, Initiatives Corporate Strategy Investment, Resource and Prioritization Decisions Integrated Portfolio of Managed Projects Consistent, Repeatable Project Delivery Enterprise Resource Management Projects

Perspectives in Project Information Insight and Reporting Exec Stakeholders Project Managers Intuitive project management Team Members A clear understanding of ownership Resource Managers What resources are available IT Open, secure systems Executive Stakeholders How can I see & prioritize initiatives across my org? What’s the status of our top 3 initiatives? What am I supposed to be delivering this week? How can I collaborate with people on my team? What am I supposed to be delivering this week? How can I collaborate with people on my team? Team Members Resource Managers Who’s available to staff our new projects? Who's working on what and do they have the skills? Resource Managers Who’s available to staff our new projects? Who's working on what and do they have the skills? IT Managers Can we link project data with our front & back office? What’s the best way to deploy and monitor? IT Managers Can we link project data with our front & back office? What’s the best way to deploy and monitor? Project Managers When will we really finish and what will it cost? Can we re-use best practices across projects? Project Managers When will we really finish and what will it cost? Can we re-use best practices across projects?

The need for Organizational MI CEO  Identify, prioritize and selection of projects that align with bus. objectives  Project portfolio “save/kill” decisions  Earned value & Reliable speed to market  Customer loyalty & retention CFO  Optimize the investment portfolio mix of programs, projects & resources  ROI and payback period  Profitability & cost reduction  Actual vs. planned budget variance COO  Continuous performance improvement & the ability to do more with less  Cost/benefit analysis  Resource utilization & availability  Internal cost of quality  Early Notification of Late Delivery CIO  IT’s responsiveness to constant business & technology change  IT project portfolio mix  Utilization of IT project resources  User satisfaction within bus. units HR  Optimize people resources, skills & career development  EPM skills inventory & training  Project team satisfaction & retention  Team performance reviews/rewards RolesPrimary Concern – Focus AreasRelevant EPM Metrics - Deliverables

Program Managers (& Sponsors)  Project inter-dependencies  Resource/skills optimization  Process & tool integration  Stakeholder expectations  Project baseline variances  Early warning detection  Status of serious issues/risks  Lessons learned, failure rate Project Managers  Project time, cost & people  Milestones & deliverables  Preventing scope creep  Stakeholder satisfaction  Schedule & budget variances  Project status reporting  Resource utilization  Estimated time to completion Project Teams  Daily task assignments  Project team collaboration  Stakeholder communication  Career development  Status reporting updates  Overdue tasks/deliverables  Billable & non-billable hours  Team evaluation reports RolesProject IssuesPerformance Metrics The need for Project Information

Types of Information Views (reports) “Out-of-the-box”: Project Professional Views (Tables, Filters, Groupings, and Graphics) Project Professional Reports Master Projects (for Rollup in MS Project) Project Web Access Project and Project Center Views Project Web Access Portfolio Analyzer Views Project Web Access Resource and Availability Views SharePoint “Dashboards” –with Project Server Web Parts

Types of Information Views (reports) Other add-on solutions: Extended OLAP cube (for Portfolio Analyzer) SQL Reporting Services Excel Spreadsheets mapped to data EPK (Enterprise Project Knowledge) ProSight

Types of Information Views (reports) Explore views

Project Metrics Schedule –Baseline Variances Cost –Baseline Variances –Budget Variances Risk (This metric can be scored per project and managed in Windows SharePoint Services) –Risk level (Impact, Severity, Probability) –Contributors (Complexity, Vague Requirements, Resource Availability, etc.) Issues –Open, Overdue, Closed Change –Multiple Baseline Variances

Project Metrics Schedule Quality –Tasks without Baseline information –Over-allocation of Resources –Incomplete (Remaining) work in the past –Tasks without Assignment of Resources and/or Work Effort –Physical % Complete does not match Percent Complete (at 0% or 100%) –Actual Hours exist in the future Health –All of the above can be weighted and combined into an overall score

Example SQL Reporting Services

Example Master Project Schedule Report

Resource Capacities Explore views

Final Thoughts Defining what metrics and information is important and can be obtained can be very complex across an organization When creating a solution either based on EPM or MS Project on the desktop, start with a few key metrics and build from there Senior Stakeholders need to use the data, whether it’s printed for them or the go online to look –By nature, if they don’t use and manage by it, the metrics and reporting will not be maintained