1. Achieving Results…Exceeding Expectations Large, Medium, Small Projects; Business Applications to Help Manage the Project Les Sorge February 11, 2014

2. Agenda What is a Project? Project Management Process Attributes of Project Types Business Applications Business Application Example - Small Projects Business Application Example - Medium Projects Business Application Example - Large Projects Summary References Questions & Open Discussion 1

3. What is a Project? Projects are a temporary endeavor undertaken to create a unique product, service, or result 1 –A project has a definite beginning and end –The end is reached when the project’s objectives have been achieved or when the project is terminated Operations are ongoing endeavors that produce repetitive outputs 1 2 Projects Operations Research & Development 1 A Guide to the Project Management Body of Knowledge (PMBOK® Guide) - Fifth Edition R&D is investigative activities with intention of developing new products or procedures or improving existing ones –R&D difficult to manage due to uncertainty of the outcome

4. Project Management Process Project management process is the same regardless of project size –PMBOK® provides a framework/guideline for all projects –The key is to scale or right-size the project management effort to the size of the project and the expectations of the stakeholders Today’s discussion will focus on the planning, executing, and monitoring & controlling process groups 3 InitiatingPlanningExecuting Monitor & Control Closing

5. Project Management Process Planning - Define the scope, schedule the work, apply resources & budget the work, identify risks, set a baseline –Planning is the key to effective executing and monitoring & control Executing – Perform the work, status the schedule, collect costs, manage risks Monitoring & Controlling – track, review, and control the progress and performance of the project 4

6. Attributes of Project Types For the purpose of this discussion, categorize projects as small, medium, or large Selection of business applications based upon: –Ability to efficiently and effectively manage the work –Capability to communicate with the project team Regardless of project size, business applications only help implement the project management process Even the best tools can’t fix a poor process 5 SmallMediumLarge Budget$0 - $25k$25k - $2M$2M+ Team size2 - 10 people10 - 30 people30+ people ComplexityLowMediumHigh Durationweeks / monthsmonths / yearmultiple years

7. Business Applications Literally thousands of software packages and mobile apps available to help manage projects by implementing the process 6 MS Project Primavera P6 OpenPlan jxProject ProjectPier OpenProj TaskJuggler OpenGoo Subernova SugarCRM ClockingIT GnattProject dotProject Projectivity WorkETC Daylite Copper activeCollab No kahuna Billings Pro Feng Office Manymoon MS OneNote FreshBooks Open Atrium Paymo GoalsOnTrack ZOHO Projects Project Bubble Collabtive OnePlace Intervals Lighthouse SharePoint Clutterpad Thymer Doolphy Basecamp Streber-pm Milestone Planner DeskAway Planio Freedcamp Sourceforge qdPM Ofuz HyperOffice collaboration suite Wrike IRIS IBM DOORS Deltek Cobra Deltek MPM Dooster RequirementONE DevPlanner ProofHub Projecturf LumoFlow OnePMO MS Excel Trello

8. Business Application Example Small Projects Business applications for small projects are typically very basic with a task list approach for managing and communicating among the team –Scope – Trello –Schedule – Trello –Cost – MS Excel –Risk – Trello 7

9. Scope - Trello Scope for small projects typically as simple as a task list Trello helps communicate status among the team 8

10. Schedule - Trello Calendar view integrated with Trello cards/scope 9

11. Cost – MS Excel Cost focus on total budget vs actuals Register to track transactions Simple graphs to monitor expenses 10

12. Risk - Trello A risk swim lane can be created to communicate and track risks and mitigations 11

13. Business Application Example Medium Projects Business applications for medium projects typically vary greatly between custom tools developed from off-the-shelf software to specialized software that is accessible by multiple team leads –Scope – MS Visio & MS Excel –Schedule – MS Project –Cost – Intuit QuickBooks –Risk – Google Spreadsheet/Drive 12

14. Scope – MS Visio & MS Excel Scope is decomposed via a Work Breakdown Structure (WBS) to improve management and control Requirements may be provided that can be mapped to the scope content 13

15. Schedule – MS Project Scope and schedule integrated via the structure of the WBS Additional activities can be provided for improved schedule insight if needed 14

16. Cost - QuickBooks Cost data is becoming more complex and requires specialized software to effectively maintain –Invoices –Taxes –Payroll –Cash flow –Etc. 15

17. Risk – Google Drive/Spreadsheet Risks can start having a greater impact on the project performance and should be identified, assessed, and monitored 16

18. Business Application Example Large Projects Business applications for large projects typically are specialized software/databases that may provide electronic interfaces between applications and dashboard views for monitoring & controlling –Scope – IBM DOORS –Schedule – Oracle Primavera P6 –Cost – Deltek T&E, CostPoint, Cobra –Risk – IRIS Intelligence 17

19. Scope – IBM DOORS Specialized tools to manage project scope and product requirements in a controlled environment / database, fully traceable, and verified at the close of the project 18

20. Schedule – Oracle Primavera P6 Specialized tools to manage complex schedules that are horizontally and vertically linked for critical path analysis Schedules may be resource loaded 19

21. Cost – Deltek T&E, CostPoint, & Cobra Multiple specialized tools to record labor hours, collect and calculate expenses, generate invoices, and status project performance 20 Monthly Invoice Deltek Time & Expense Labor hours Deltek CostPoint Labor costs, ODC, travel Business Mgmt Office Project P&C Deltek Cobra Cost & Schedule Performance

22. Risk – IRIS Intelligence Formal risk tool to implement the risk process and communicate the risks, issues, and opportunities 21

23. Summary Regardless of project size or business application, focus on the project management process –Tools won’t fix a broken process Constantly reassess effectiveness and efficiency of tools to manage the process –Remember the KISS principle (Keep It Simple, Stupid) Thank you to Travis Anderson for research and demo support 22

24. References 10 Free Project Management Applications, February 8, 2010, by Laura Spencer –http://freelancefolder.com/10-free-project-management- applications/http://freelancefolder.com/10-free-project-management- applications/ 5 Game-Changing Project Management Tools OCTOBER 1, 2009 by Mason Hipp –http://freelancefolder.com/5-game-changing-project- management-tools/http://freelancefolder.com/5-game-changing-project- management-tools/ http://www.projectmanagesoft.com/ 23

25. Questions & Open Discussion ? 24