The new Project. Large Scale ERP Deployments using Microsoft Project Portfolio Management Solution. Alexander Rodov, Microsoft MVP, PMP

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17 Mar 2015

The new Project

Large Scale ERP Deployments using Microsoft

Project Portfolio Management Solution

Alexander Rodov,

Microsoft MVP, PMP

Trusted IT Group

Managing Partner

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Agenda

• Project Server Overview

• Complex Scope

• Multiple Workstreams

• Multiple Owners

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Alexander Rodov, Microsoft MVP, PMP

What is Project Server?

Microsoft Office Project Server Microsoft Office Project Server Microsoft Office Project Server

Microsoft Office Project Server is a project management server solution made by Microsoft. It uses Microsoft SharePoint as its foundation, and supports interface from either Microsoft Project as a client application or by web browser connecting to its Project Web App (PWA) component.

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An Overview on Project Server

• Microsoft extends the capabilities of Microsoft Project with Project Server and Project Microsoft extends the capabilities of Microsoft Project with Project Server and Project Microsoft extends the capabilities of Microsoft Project with Project Server and Project Microsoft extends the capabilities of Microsoft Project with Project Server and Project Web App (PWA, formerly Project Web Access).

Web App (PWA, formerly Project Web Access). Web App (PWA, formerly Project Web Access). Web App (PWA, formerly Project Web Access).

• Microsoft Project Server stores project information in a central SQL Server database, Microsoft Project Server stores project information in a central SQL Server database, Microsoft Project Server stores project information in a central SQL Server database, Microsoft Project Server stores project information in a central SQL Server database, protected from unauthorized access and corruption.

protected from unauthorized access and corruption. protected from unauthorized access and corruption. protected from unauthorized access and corruption.

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An Overview on Project Server

• TheTheTheThe

Project Center

supports reports across an organization at the project level. supports reports across an organization at the project level. supports reports across an organization at the project level. supports reports across an organization at the project level. • Managers Managers can drill down into project details. Managers Managers can drill down into project details. can drill down into project details. can drill down into project details.

• TasksTasks, Projects and Resources can have Enterprise Custom Fields defined (similar TasksTasks, Projects and Resources can have Enterprise Custom Fields defined (similar , Projects and Resources can have Enterprise Custom Fields defined (similar , Projects and Resources can have Enterprise Custom Fields defined (similar to Custom Fields in the Microsoft Project desktop application

to Custom Fields in the Microsoft Project desktop applicationto Custom Fields in the Microsoft Project desktop application to Custom Fields in the Microsoft Project desktop application).).).).

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An Overview on Project Server

• The The project manager needs to communicate project plans and to distribute task The The project manager needs to communicate project plans and to distribute task project manager needs to communicate project plans and to distribute task project manager needs to communicate project plans and to distribute task assignments to team members.

assignments to team members. assignments to team members. assignments to team members.

• The The assignment of tasks can be distributed to team member home pages in PWA. The The assignment of tasks can be distributed to team member home pages in PWA. assignment of tasks can be distributed to team member home pages in PWA. assignment of tasks can be distributed to team member home pages in PWA. • They They need to communicate status and changes to keep the project manager up They They need to communicate status and changes to keep the project manager up need to communicate status and changes to keep the project manager up need to communicate status and changes to keep the project manager up

to date. to date. to date. to date.

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An Overview on Project Server

• Resource Resource Resource workloads can be analyzed by project and by resource with theResource workloads can be analyzed by project and by resource with theworkloads can be analyzed by project and by resource with theworkloads can be analyzed by project and by resource with the

Resource

Center

, allowing organizations to forecast future resource requirements and make , allowing organizations to forecast future resource requirements and make , allowing organizations to forecast future resource requirements and make , allowing organizations to forecast future resource requirements and make more efficient use of resources

more efficient use of resourcesmore efficient use of resources more efficient use of resources....

• The view definition is easier to understand and more robust with PWA than with The view definition is easier to understand and more robust with PWA than with The view definition is easier to understand and more robust with PWA than with The view definition is easier to understand and more robust with PWA than with Microsoft Project. Views can be protected to assist standardization.

Microsoft Project. Views can be protected to assist standardization. Microsoft Project. Views can be protected to assist standardization. Microsoft Project. Views can be protected to assist standardization.

• Project Project Project Server stores custom calendars, views, tables, filters, and fields, in an Project Server stores custom calendars, views, tables, filters, and fields, in an Server stores custom calendars, views, tables, filters, and fields, in an Server stores custom calendars, views, tables, filters, and fields, in an Enterprise Global area where users have access to the latest version every time Enterprise Global area where users have access to the latest version every time Enterprise Global area where users have access to the latest version every time Enterprise Global area where users have access to the latest version every time they restart Microsoft Project

they restart Microsoft Projectthey restart Microsoft Project they restart Microsoft Project....

• For each published project in Microsoft Project a Project Workspace can be For each published project in Microsoft Project a Project Workspace can be For each published project in Microsoft Project a Project Workspace can be For each published project in Microsoft Project a Project Workspace can be created. A Project Workspace is a Microsoft SharePoint

created. A Project Workspace is a Microsoft SharePoint created. A Project Workspace is a Microsoft SharePoint

created. A Project Workspace is a Microsoft SharePoint Team site Team site Team site where the Project Team site where the Project where the Project where the Project team can share documents, issues and risks.

team can share documents, issues and risks.team can share documents, issues and risks. team can share documents, issues and risks.

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Project Server History

2000 Project Central 2002 2003 Office Project Server 2003 2007 2010 Project Server 2010 2013 20… ?

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Business challenges

Our teams work from virtually

anywhere.

I need the flexibility to manage without

up-front infrastructure costs.

Our company can compete only if we align

investment with business priorities.

We want more visibility and control over

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Complex Scope

Define

Lock

Control

Keep it simple

Important steps to get started are identified.

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Complex Scope

Familiar experiences

Work within familiar applications such as SharePoint.

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Complex Scope

Sync Scoping

Items with your

Schedules

See your plan right away with the timeline.

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Complex Scope

Sync Scoping

Items with

Schedules

Scoping items Tasks

Scoping ID Scoping ID Scoping ID

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Line Up WBS and Use top levels

for Program View

Multiple

Workstreams

Within Top Levels – NO Changes

Beyond Top Levels – Workstream

PMs have autonomy

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Line Up WBS and Use top levels

for Program View

Multiple

Workstreams

Within Top Levels – NO Changes

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Resource Load

Multiple

Workstreams

Balance Resources

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Multiple

Workstreams

Effectively manage

resources

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Assess Resource

Plans and Costs

Run Reports

Drive Business

Decisions

Multiple

Workstreams

Evaluate portfolio investment and select optimal project portfolios.

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• Workstream Owners

• Program Owners

• Risks and Issues

Owners

• Process Integration

Owners

• Change Management

Owners

Multiple Owners

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• Setup Cadence and

Hierarchy

Multiple Owners

Portfolio

Program

Project

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• Workstream Owners

• Program Owners

• Risks and Issues

Owners

• Process Integration

Owners

• Change Management

Owners

Multiple Owners

… for what she is

accountable – respective

Workstream

Portfolio Program Project Workstream

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Discover and share

information

Effectively share

Share and discuss progress with others quickly.

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Make data-driven

decisions

Collaborative decision

making

Team members and trusted business partners are equipped with the information they need to make informed and data-driven choices.

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Make data-driven

decisions

Improve visibility

Stay informed and make better decisions with portfolio, project and timeline views in PWA.

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Make data-driven

decisions

Business intelligence

Mine data and glean insight across a collection of projects, a particular program or portfolio.

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Make data-driven

decisions

Rich reporting

Rich reporting tools with a familiar Excel-like experience help you

quickly and easily measure progress.

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Spreadsheet Hell

Multiple Trackers

Some of the Project Data

could be supplied from

Trackers, but it should be

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Project Online and Project Pro for Office 365 offer 24/7 service and support.

Improve IT

management

Secure and available

Increase agility and

control

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Improve IT

management

Simplified administration

Increase agility and

control

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Improve IT

management

Business vs. IT settings

Increase agility and

control

Manage business settings without requiring additional assistance from IT.

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“Ultimate Matrix” Approach

Setup Relationships

2

Build the Ultimate

Matrix

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Decompose down to

Manageable sizes.

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Decompose

Principle:

A complex object

could be represented

as a combination of 2

simpler objects.

Simple Complex

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Setup Relationships

• Resources

• Schedules

• Issues

• Risks

• External Dependencies

• Constraints

• Etc.

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Build the Ultimate

Matrix

A

A = Schedule Table

B

B = Indexed Complexity

Table based on Risk

Assessment

C = etc.

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Build the Ultimate Matrix

Objectives/Critical Milestones Start Finish Initiate 1/12 2/17 Plan 1/12 2/17 Execute 1/12 2/17 Test 1/12 2/17 Close 1/12 2/17 Workstream 1 Metrics WorkStrieam2 Metrics … Workstream N Metrics 59% 75% 75% 95% 75% 95% 95% 75% 59% 59% 59% 59% 95% 95% 95% Aggregated Metrics 75% 95% 75% 59% 95%

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