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Associations About QuantumPM
Slide 3
PSS Background PSS Solution Current Issues Issue Solutions
& Next Steps Wrap Up and Questions Agenda
Slide 4
PSS Background
Slide 5
PSS Overview
Slide 6
Background Timeline & Approach Assessment Reconfigure
Process Pilot March 2012 Reporting July 2012 Charter Requirement
Enhanced Reporting Workflow Production Rollout QSA Desktop August
2012 December 2012 QSA Server Workflow Enhancement Training Videos
Support Transition Administrator Training January 2013March 2013
Training Assessment, Process Definition, Configuration, Reporting
and Pilot Charter Implementation, Custom Development, Governance,
Training & Rollout Custom Development, Training & Support,
Requirements Gathering New Requirements
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Make existing charter electronic Promote user adoption of the
tool Provide accurate and insightful reporting at all levels Reduce
data redundancy and synchronize data between systems Increase
visibility of District and Headquarter resources to accommodate
shifting priorities Improve Department transparency and
accountability Improve project delivery and introduce cash flow
forecasting Initial Justification of Project
Slide 8
589 Projects 448 Active Resources Supporting existing
implementation Gathering Requirements for next steps: Integration
with other systems More reporting and dashboards Enhancements to
existing solution Additional training to support user adoption
Current Status
Slide 9
PSS Solution
Slide 10
Major Roles Make decisions based on information within PSS and
shifting priorities Sponsor/Owner Project Champions responsible for
reviewing and approving charter scope, schedule and budget Resource
Manager Responsible for assigning resources at district or HQ level
Manage overall project and responsible for working with Resource
Managers to ensure the right resources are on the right projects
Complete Charter information and follow the workflow process within
PSS Complete work as assigned and update tasks within PSS
Executives Sponsor/Owner Or Resource Manager *2PM responsible for
administering the PSS, governance and compliance
Slide 11
Issues Prior to PSS -Inadequate decision support tools
-Accurate and insightful reports -Inability to accurately predict
project delivery Sponsor/Owner -Insufficient project visibility and
approval structure Resource Manager -Bottleneck in process
-Difficulty in locating their specific resources -Lack of
communication with Project Manager to assign correct resources
-Lack of visibility into current resource workloads vs.
availability -Lack of business practices/process and integrated
tools for making informed decisions on management of project scope,
schedule and budget -Charter created based on paper document -Lack
of reports (baseline, status, resources, etc.) -Inability to assign
task to Team -Not seeing the right information -Inaccurate delivery
schedules - Lack of standard update process -Too many tasks to
report on -Lack of collaboration Executives Sponsor/Owner Or
Resource Manager
Slide 12
Approach to Resolve Issues Process Re-engineering PSS
Configuration PSS Custom Development Training & Mentoring
Support
Slide 13
Current Solution Overview Project Tracking System Project
Scheduling System (Project Server 2010) Separate Disparate Systems
(Project Wise, OTIS, ITRIPS) Training Resource Managers Executives
2PM QSA Charter Workflow
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Infrastructure Charter Workflow
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Electronic Charter and Workflow
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Real-time view of Project Tracking Guides User Through
Creation
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Resource Capacity Vs. Demand
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Print Charter
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Pull Project Tracking Info into PSS
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Checking Cost and Schedule Info Weekly Emails to Support Change
Requests
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Obligated Baseline Update
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3 weeks of custom PM training Custom videos on PSS Site Custom
Training
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Additional Custom Reports
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PSR
Slide 26
QSA Desktop Found by selecting the QSA tab QSA Runs compliance
checks against the project for both custom ITD specific business
requirements as well as other options WBS list used for TMM lookup
QSA Controls folder Can run anytime, but will run automatically
when you publish a schedule
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Runs same checks and generates same report as desktop version
for all projects Can modify frequency of run All reports stored in
doc library Old batch zipped up each time QSA Server
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Current Issues
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Project Managers seeing dates shift when accepting task updates
from team members Estimates for some tasks arent accurate (2 weeks
duration for a 20 minute task) Inability to compare planned
expenditures to actuals Resource availability numbers are
inaccurate Inability to pull actuals from project schedules
Additional project types and workflows that dont fit under
Infrastructure Disparate systems causing redundancy (Project Wise,
OTIS, ITRIPS) Current Issues
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Issue Resolution & Next Steps
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Not all projects within PSS Additional training for Project
Managers to understand importance of using the right task type for
the right task and resource levelling Create a Plan of the Day
checklist for Project Managers and Resource Managers to address
tasks that take less than 8 hours to complete. If task needs
tracked, make it a milestone in schedule as opposed to detailed
effort task. Rollup assignments to a higher level. For example,
tasks in schedules greater than 8 hours. Adjust Resource
availability from 50% Potential Issue Solutions
Slide 32
Get 100% of projects in the system Continue gathering
requirements and estimate effort: Cash-flow Report integration with
actuals 2 New Charter Types and workflow OTIS Integration Update
existing funding and cost summary webpart District Reporting
Trending reports based on snapshots Dashboards Project Wise
integration to pull in URL ITRIPS integration to pull in 20 fields
Additional Training Next Steps
Slide 33
Wrap Up & Questions
Slide 34
Iterative Process and Continuous Improvement Continually
evaluating issues and implementing creative solutions to address
Solution includes new processes, updated configuration, custom
development, integration with external systems Theres still more
work to do (Integration, reporting, workflows, etc.) Summary