PPM Educational Community (half day) Building Solutions with Open Workbench

2 PPM Educational Community Course Goals and Objectives Goal: To learn the advanced functionality of Open Workbench (OWB) to build, schedule and control a project. Objectives: At the end of this course you will have the knowledge to: – Access and Navigate in Open Workbench – Use and Manipulate Views – Manipulate the Work Breakdown Structure – Build Task Dependencies

3 PPM Educational Community Goals & Objectives Continued…. – Assign Resources to Tasks – Use Autoschedule – Baseline your Project – Transfer Assignments – Understand the role of timesheets in the tracking and control cycle. – Manage Pending Actuals and ETCs – Accept or Reject Pending ETCs – Update Task and Project Status

4 PPM Educational Community Module One: Getting Started Learn about Open Workbench options. Learn about Open Workbench defaults. Learn how to navigate in Open Workbench.

5 PPM Educational Community Accessing OWB From PPM Logon to PPM Open a project From Project Properties Main - General, select either Read/Write or Read Only and click Go to open the project in OWB. This is the preferred method of opening plans in OWB.

6 PPM Educational Community Couple of Things to Remember: Project will Lock in PPM when it’s “checked out” – so no one can update the plan when it’s open in Workbench. The lock is retained until the project is “checked back in” to PPM and you close out of OWB. There is no Autosave in OWB – so remember to click on Save periodically to save the plan back to PPM.

7 PPM Educational Community Things to Remember… Actuals will not post to the project while the project is in “locked status”. Resources are controlled by PPM – do not manipulate resource data (Resource ID) or the plan will not be accepted back into PPM. You can work offline – File, Save As *rmp file type. (still locked)

8 PPM Educational Community Open Workbench Navigation Have a project open in memory – File pull-down menus and icons – Resource and WBS filters – Time Scale and Gantt Chart – View Shortcut Bar, Views and View Groups – Header/Task/Resource Sections – Project and View Tabs (multiple projects and/or multiple views)

9 PPM Educational Community Current Application Name Project Name Views View Groups Pane Separators Header Buttons aka Row Selectors Project and/or View Tabs Column Titles Time scaled Data Task Detail Resource Detail Navigation

10 PPM Educational Community Module Two: Using Views Discuss Corporate and User view libraries Amend the layout of an existing view Use Open Workbench standard Views Format elements in a view Use level of analysis and filters on views Customizing the Timescale Formatting Quantity Fields Multiple Timescales Creating Permanent Filters

11 PPM Educational Community Using Views Corporate View Library – Corporate View Libraries reside on the network. – Your access to the library is read-only. User View Library – User View Libraries reside on your workstation (note that location may differ due to security rights) – You create and customize your own views.

12 PPM Educational Community Using Views Modifying the Gantt Chart How to customize a View – F3 on the keyboard – Or View, Edit View – Or the Edit View Icon Deleting and Adding Columns Formatting Data Elements Time Scales Filters and Sorts Saving a View into a View Group 12

13 PPM Educational Community Highlights Modifying the existing highlights How to create highlights – Add line at location for hierarchy – Set look and feel for results – Establish conditions for new highlight Double click condition field Fill in filter elements – Save with new file name Switch highlight files 13

14 PPM Educational Community Entering Task Dependencies Terminology: Predecessor is the task that comes before and the Successor task is the one that comes after. Using the Dependencies View How to Break Dependencies – Dialog box only! Note: OWB and PPM only support dependencies at the lowest level of the Work Breakdown Structure (Task) OWB supports the following dependency types: – Finish to Start (most commonly used) – Finish to Finish – Start to Start – Start to Finish

15 PPM Educational Community Module Three: Resource Planning Look at resource properties. Use a resource’s calendar to view availability. Assign roles and estimates to tasks.

16 PPM Educational Community Resource Assignment to Task Accessing Resource Information: Right click on a resource name and select Modify to review properties and the resource calendar. Assigning Resources to Tasks – Spreadsheet View: Resource Assignment – Spreadsheet View: Drag and Drop – Task Dialog Box – Task Dialog Box: Releasing a Resource

17 PPM Educational Community Resource Calendars When actual resources are added to a plan, the PM needs to addressed planned time off for the project team. Resource Calendars can be accessed via Open Workbench as well as CA PPM.

18 PPM Educational Community Fixed duration tasks are time constrained Variable duration tasks are resource constrained Task Duration

19 PPM Educational Community Loading Patterns Front Back Contour Uniform Fixed

20 PPM Educational Community Unused Availability Where’s the first availability of 15 hours? Availability

21 PPM Educational Community Unused Availability Days 3 through 6 contain at least 15 hours of availability Availability

22 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Variable Duration

23 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Variable Duration

24 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Variable Duration

25 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Variable Duration

26 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Variable Duration

27 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Variable Duration

28 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Fixed Duration

29 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Fixed Duration

30 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Fixed Duration

31 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Fixed Duration

32 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Fixed Duration

33 PPM Educational Community Unused Availability Fixed Uniform Contour Front Back Fixed Duration

34 PPM Educational Community Module Four: Schedule Development Calculate task durations Calculate the critical path Create a basic schedule using automated methods

35 PPM Educational Community Calculating Critical Path DDBB CC AA How many paths are there through this network?

36 PPM Educational Community Calculating Critical Path DDBB CC AA Which path is the longest?

37 PPM Educational Community Calculating Critical Path 37 DDBBAA Critical Path: The longest path through the network based on task duration and dependencies. CC 6

38 PPM Educational Community Module Five: Autoschedule To effectively create a schedule, a manager must take into account: – The tasks to be performed – The relationships between those tasks, and – The availability of the resources to do the work Autoschedule is a automated way to create project schedules. Tasks are scheduled sequentially as they appear in the WBS, or in order of priority.

39 PPM Educational Community Autoschedule Each task is scheduled to start at the earliest or latest possible time, subject to constraints. Before scheduling, Autoschedule automatically calculates the project’s critical path. Autoschedule uses an internal set of rules to create a schedule that takes task constraints, dependencies, priority, and optionally, resource constraints into account.

40 PPM Educational Community Autoschedule Continued… By default, Autoschedule operates on the entire project, but does not change tasks that meet the following conditions: – Tasks starting earlier than the date in the Ignore Before text box – Tasks starting later than the date in the Ignore After text box – Tasks marked as Locked or Completed – Tasks that have actuals, except for the time period between the last actuals thru date and the finish date. Autoschedule performs three passes of the project to create a schedule that satisfies all dependencies and does not over- allocate selected resources. Each includes a forward pass and a backward pass.

41 PPM Educational Community Autoschedule Continued… To develop a schedule, the following three passes are performed whether you schedule from the project start or finish date: – During the first pass, Autoschedule creates a baseline schedule and performs a priority sort to resolve potential scheduling conflicts. – During the second pass, the schedule is created. (Availability, Allocation, Calendars, ETCs, Loading Patterns, Resource Constraints, Task Constraints, etc.) – During the third pass, Autoschedule recalculates the critical path based on the schedule developed in the second pass.

42 PPM Educational Community Autoschedule Rules Autoschedule does not reschedule tasks that are locked, have a fixed loading pattern or are completed. The start date of started tasks is not changed. Started tasks are given a higher scheduling priority than non-started tasks. The duration of a fixed-duration task is not changed. The date constraints Must Start On and Must Finish On for forward and backward scheduling respectively will override dependencies.

43 PPM Educational Community Autoschedule Rules Tasks are scheduled at a daily level (e.g. resource conflicts are resolved on a day by day basis). Loading patterns for each resource on each task into account. Note: It is possible to set dependencies, constraints, and resource availability so that it is impossible for Autoschedule to produce a schedule free of dependency violations or resource over allocations

44 PPM Educational Community Establishing a Baseline Applies when the “plan” or portions of the plan have been approved. Allows a “snapshot” of the project to be taken. Enables revisions to be compared against the original plan. The only way to track planned vs. actual

45 PPM Educational Community Baseline duration Baseline start Baseline finish Baseline total usage Baseline resource usage What Is Baselined

46 PPM Educational Community Module Six: Execution Review the tracking cycle Review pending actuals Review pending estimates Review posted actuals Update task status Complete the tracking cycle in OWB

47 PPM Educational Community Pending Actuals 47

48 PPM Educational Community Pending Actuals Build a Filter to see only those tasks with Pending Actuals

49 PPM Educational Community Pending Estimates

50 PPM Educational Community Pending Estimates

51 PPM Educational Community Module Seven: Managing Multiple Projects External Dependencies Master Projects Creating subprojects from project parts

52 PPM Educational Community External Dependencies Select the task in your project to which you want to establish an external dependency. Select the Projects tab in OWB In the External sub tab, select Dependencies. Select Insert in the dialog box. Browse to the external project. Browse to the desired task and click on it. Press Select.

53 PPM Educational Community Master Projects Start with an existing project or a null project to serve as the Master. Add subprojects using the Open command with the Create Subprojects option.

54 PPM Educational Community Master Projects From Project Parts Start with an existing project or a null project to serve as the Master. On the External sub tab of the Project tab in OWB, select Subprojects. Click on Insert in the dialog box. Browse to the desired project and select. Browse to the part of the project to be included and select it. Click the Select button.

55 PPM Educational Community Module Eight: Controlling Analyze the current status of the project. Identify problem areas within the plan. Reschedule and re-plan where necessary.

56 PPM Educational Community Analyzing Progress The project managers focus is on measuring progress, identifying variances and identifying corrective action

57 PPM Educational Community Analyzing Progress The project manager needs to review the project plan for: – Tasks which were scheduled to start but did not. – Tasks which were scheduled to be completed but did not. – Unplanned tasks and assignments (scope changes). – Resource overcommitment. – Dependency violations.

58 PPM Educational Community Analyzing Progress To Evaluate plan progress the PM must identify: – Duration Variance – Start or End Date Variance – Usage (Cost) Variance

59 PPM Educational Community Ensuring A Successful Project Clear definition of the project (documented) Customer/client commitment Involvement of a high-level project champion Realistic expectations of the project Control of the project scope Identification of potential risks and establishment of contingency plans Good project communications

60 PPM Educational Community Questions Phone Website We hope that you found this session informative and worthwhile. Our primary goal was to increase your understanding of the topic and CA PPM in general. There were many concepts covered during the session, if you would like to contact any presenter with questions, please reach out to us. Thank you for attending regoUniversity 2015!