Twin Cities MPA Windows SharePoint Services and Microsoft Office Enterprise Project Management Solution Quarterly Meeting May 24, 2005 Jay Dellis

Windows SharePoint Services (WSS) Presentation Description: In this session you will experience a comprehensive “tour” of the collaborative components, Windows SharePoint Services (WSS), included in Microsoft Office Enterprise Project Management (EPM). WSS provides powerful features that extend the value of managing schedules and resources in EPM. Topics addressed will include: 1. Windows SharePoint Services (WSS) overview and how it fits into the EPM solution 2. Review Risks, Issues and Documents features and how they link to Projects/Tasks 3. Show other WSS features that can be leveraged by Project Teams 4. Customizing the default EPM Project Workspace for enhanced collaboration by project teams 5. Review how WSS can be used for centralized communications via standalone sites (eg: a PMO site)

PM-BOK - Communications Management Project Communications Management includes the processes required to ensure timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of project information. It provides the critical links among people, ideas, and information that are necessary for success. Everyone involved in the project must be prepared to send and receive communications, and must understand how the communications in which they are involved as individuals affect the project as a whole. This includes the following major processes: 10.1 Communications Planning—determining the information and communications needs of the stakeholders: who needs what information, when they will need it, and how it will be given to them Information Distribution—making needed information available to project stakeholders in a timely manner Performance Reporting—collecting and disseminating performance information. This includes status reporting, progress measurement, and forecasting Administrative Closure—generating, gathering, and disseminating information to formalize a phase or project completion.

Microsoft Office Enterprise Project Management Solution (EPM) EPM provides the infrastructure for an organization to gain visibility, governance and collaboration with its portfolio of projects In this presentation we will focus on the collaborative features and functionalities built- in to EPM For more information on EPM go to: For a tour of EPM go to:

EPM and Strategic Alignment EPM supports the strategic goals of the organization Collaboration and Communication features are leveraged in EPM by integrating Windows SharePoint Services (WSS) with Project Web Access (PWA)

What EPM Stakeholders use Construct Plans Allocate Resources Develop Schedules & Milestones Construct Plans Allocate Resources Develop Schedules & Milestones See Project Status Assign Resources Report Time & Progress See Project Status Assign Resources Report Time & Progress Configure System Manage Users & Permissions Configure System Manage Users & Permissions IT Administrators Project Managers Executives Resource Managers Team Members

Easily Create Enterprise Project Plans Line of Business Systems The Microsoft Office EPM Solution Project Documents, Issues/Risks & Tasks More Productive Projects Get more from your IT Investments Centrally Store Projects, Resources & Reporting Team Participation

Project Web Access (PWA) Centralized Project Management Information System which provides a web based interface to all types of users/resources Executives, Portfolio Managers, Resource Managers, Project Managers, Team Leaders and Team Members Portfolio Views and Project Schedules can be accessed by users/resources based on permissions Resource Management views aid Resource and Project Managers Risks, Issues and Documents can be accessed from PWA and linked to specific tasks for increased coordination and communication

PWA – Project Center

EPM Project Workspace = WSS PWA is pre-integrated to a default WSS site called a “Project Workspace” As projects are published a Project Workspace is created for each project Risks, Issues and Documents are stored in the Project Workspace per project The Project Workspace has additional collaborative and communication features

EPM’s Default Project Workspace

Managing Risks in EPM/WSS Proactively identify, prioritize and quantify risks Develop a risk response plan and designate responsible party Receive notifications as risk changes Link Risks to Tasks, Issues and Documents

PM-BOK - Risk Management Risk management is the systematic process of identifying, analyzing, and responding to project risk. It includes maximizing the probability and consequences of positive events and minimizing the probability and consequences of adverse events to project objectives. This includes the following major processes: 11.1 Risk Management Planning — deciding how to approach and plan the risk management activities for a project Risk Identification — determining which risks might affect the project and documenting their characteristics Qualitative Risk Analysis —performing a qualitative analysis of risks and conditions to prioritize their effects on project objectives Quantitative Risk Analysis —measuring the probability and consequences of risks and estimating their implications for project objectives Risk Response Planning — developing procedures and techniques to enhance opportunities and reduce threats to the project’s objectives Risk Monitoring and Control — monitoring residual risks, identifying new risks, executing risk reduction plans, and evaluating their effectiveness throughout the project life cycle.

Risk Form in WSS The Risk Form collects the following information: Status - Indicates whether the risk is active, closed, or postponed Probability - A percentage-based indicator ranging from percent Impact - Identifies the significance of the risk to affect the outcome of a project Exposure - A calculation of probability times impact, adding an additional measuring tool for risk management Cost - The cost of the risk on the project, in monetary terms, should the risk actually affect the outcome of a project Cost Exposure - A calculation of cost times probability that can be used to predict the cost of the risk before it actually affects the outcome of a project Description - Various text fields that can be used to provide descriptions of a risk, mitigation and contingency plans, and descriptions for risk triggers Mitigation Plan - Analyze risks and determine action items that will help mitigate risks Contingency Plan - Plan for dealing with risks before they affect your projects Trigger - Events that cause a risk to actually affect the outcome of a project, including dates, exposure, or incomplete tasks. You can also enter a description for a trigger

Risks Demo

Managing Issues in EPM/WSS Identify, prioritize and quantify changes/issues Define issues and track resolutions Receive notifications as issues are added or change Link Issues to Tasks, Risks and Documents

Issues Demo

Managing Documents in EPM/WSS Store documents and templates such as: Project Charter, Statement of Work Communication Plan, Risk Management Plan Collaboratively elaborate documents overtime with version history Subscribe to alert notifications at the document, folder or library level for increased communications Link documents to Tasks, Risks or Issues for increased visibility

Documents Demo

Other Collaboration and Communication features in EPM/WSS Announcements Custom Forms/Lists exportable to Excel Events Contacts Surveys Pre-configured PWA web parts RSS Feeds (eg: MSNBC News) Web Pages Picture Library Discussion Boards

Other WSS Features Demo

Customizing EPM Project Workspace Advantages: Define your path Use your terminology Quantify based on your standards

Customized WSS Workspace Demo

Creating a stand-alone WSS Site Reasons for creating a stand-alone WSS Site: Create a centralized “portal” to information to a wide or narrow audience Steering Committee Cross-Functional groups/users Deliver specified content to a functional group PMO site Confidential data for a select group of users Project Managers

Stand-alone WSS Site Demo

Questions & Answers