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Microsoft Project & Portfolio Management
5 Microsoft PPM secrets for your PMO
Dave JonesGeneral Manager, Western CanadaWestern [email protected]
https://www.linkedin.com/in/tandembike/
Introduction1. Dave JonesGM at Western Principles. [email protected]
User of Microsoft Project since early 90s.
Background in Microsoft Project Online, and Oracle Primavera
2. Microsoft PartnerWestern Principles is a Gold-certified Microsoft PPM Partner
In business 14 years & have over 100 Implementations of Microsoft Project Server / Online across Canada.
3. Give it a TryToday, we’re going to give you 5 reasons to try Microsoft Project Online.
Most of you have Microsoft Project at your fingertips, and the ability to turn on Microsoft Project Online through your O365 subscriptions.
If you need help, call on us or another Microsoft Project Online Gold-Certified partner to get you going.
The simplest business case for using Microsoft Project Online for your projects and portfolios. With better information through Microsoft Project Online and Power BI reports:- Could your PMs manage their projects better and save 1% on delivery
time and costs?- Could your PMO help to drive better actions that save 1% on your
delivery time and costs?- Could your Executives & Sponsors make better decisions faster and
drive a simple 1% improvement in delivery time and costs?(Hint, if the answer to any of these questions is “No”, then you need a new PM/PMO/Executive.)
• PMO View gives you a view of everything in the system:
• Portfolios
• Projects
• Resources
• Risk
• Everything in your PPM environment
• Other reports are available for other roles – Executive, Project Manager, Team Members, etc.
• Powerful & interactive reports and dashboards generated through Power BI
• Connect to various sources – such as the Bank of Canada for exchange rates
• Each report tells a different type of story, tailored for different project roles
Insights to ActionInsights
• Easy to use & easy to understand reports with graphical indicators to draw attention to items that need action
• Filter, slice & dice the way you need it
• Drill-down – very interactive
• Reports can be further configured and created to suit specific needs• Western Principles can do this for
you, • Western Principles can teach you
how to do this, or• You can do this with your own
Power BI people.
Interactive DashboardsInsights
• Easy to consume dashboards:• MS Teams• Mobile
• Easily publish the reports to:• Email • Web pages• PowerPoint• Subscribe• And many other sources
• Views can be tailored by roles:• Filtered by projects• Configured to show specific
information by role
Easy to shareInsights
Providing visibility to projects and portfolios drives better and faster decisions at all levels:✓ Project Managers,✓ PMO, and✓ Executives/Sponsors.
With Microsoft Project Online and Power BI, the capability to deliver information through dashboards and reports is built-in and highly configurable.
Easy to use. Easy to get to. Drives success.
Picking the wrong projects causes waste in the range of 10-20%. Squeaky wheels, spreadsheets, and lack of process all drive to poor selection practices. Industry research shows us that this waste is typically between 10-20% depending on the research you use. Also, this doesn’t includeprojects that are failing that should be “de-selected” (cancelled).
The PMI’s 2016 “Pulse of the Profession: The High Cost of Low Performance.” showed that only 43% of surveyed companies reported high alignment between projects and strategy.
With higher alignment, your 11% will be saved or better spent – driving higher ROI on your projects and portfolio.
.
Ideas can be initiated inside
MS Teams
• Electronic Suggestion Box: Your process can allow anyone in the organization to participate in generating ideas
• Everyone in the organization can have access – greatly increasing the ability to capture new and innovative business improvements.
• Enables “democratization of ideas” – so that anyone in the company can propose an idea.
• Form is configurable to capture the information you want • E.g. a guesstimate of benefits, costs, project size / duration,
engineering/IT impacts, and so on.
• Fields can be mandatory and include data edits
• Can include variables (e.g. if the value of a project is “x” or greater, fill in additional fields).
• Project requests could also flow in from other systems through integration:
• ServiceNow so that project ideas can come from the service desk
• CRM so that CSRs can drop ideas in
• Customer Portal on your website so that customers can participate
• What else in your organization?
• Project Requests are managed in a workflow, and the approver can be notified by email (where they can “triage” and approve the project to the “next step”)
• Western Principles will help you map out the process flow for ideation and create forms that fit your needs.
Project RequestIdeate
Approvals can happen
directly from email
Ideas can be collected in SharePoint
• Define the strategy and the impact statements
• Business drivers get defined so that it is easy to objectively score each project.
• Business drivers get prioritized and weighted using one of several methods.
• Score each idea using a simple form that gives you an objective apples-to-apples comparison.
• Select projects into your portfolio with tailored views
• View ratings & prioritizations
• Provides an objective and level way to rate ideas against one another.
• Western Principles will work with you to help you define your business drivers and scoring models.
Align Projects with your StrategyIdeate
• Easy visibility of all projects• Proposed• Active
• Define and filter which projects show up in this view
• Ranking is based on the prioritization & scoring relative to your strategy and other dimensions.
• Create & save scenarios• Available budget?• Available resources?• Move start dates
• Efficient Frontier• Shows the maximization based on the constraints• Automatically moves projects out of the portfolio
• Why haven’t projects been selected?• What-if? More $ / More FTEs?
• Which roles need to be hired?
• Manually force projects in (E.g. Regulatory Mandated projects)
• Analysis removes the emotion and aligns selections with the strategy.
Enhanced selections with constraints:Portfolio Analysis & Optimization
Ideate
Making better decisions about which ideas to select as projects will help an enterprise make better decisions about which projects to do (and even which projects to cancel). What would the impact be to your enterprise if your project spend was 10-20% better?
The capability to do that is built into Microsoft Project Online. It needs be configured, and Western Principles or another Microsoft Gold PPM partner can help you do that.
The golden triangle of cost, time, and scope is typically accompanied by the phrase, “pick 2.” At the outset, a good plan is just a plan. Things happen that take the plan off-track. What are those? A new feature here, a sponsor doesn’t participate, a lead developer is sick, snow in June … these are project risks. Failure to identify and manage risks will quickly take a project off-course.
A good project manager identifies risks early and keeps a risk register of potential problems and mitigation plans.
• Track items, like risks• Who is responsible• What are the action plans
• Risk forms and lists can be used “out-of-the-box”, or configured to meet your risk capture and reporting needs.
• The risk register is centralized so that it is easy to find and report.
• Information can be integrated to other systems (e.g. Risks can be pushed to an Enterprise Risk Management system)
Microsoft Project Online provides powerful SharePoint Lists – like Risks Insights
Collaborate
PlanExecute
• Track items, like issues• Who is responsible• What are the action plans
• Issue forms and lists can be used “out-of-the-box”, orconfigured to meet your risk capture and reporting needs.
• The issue log is centralized so that it is easy to find and report.
• Risks and Issues roll up to Power BI reports.
Microsoft Project Online provides powerful SharePoint Lists – … and Issues Insights
Collaborate
PlanExecute
• Microsoft Project Online gives you easy ways to analyze project outcomes• “What if” an issue drives
a change request?• “What if” a risk happens?
• Inactivate lets you determine the impacts on cost and schedule?
• With this information, the PM can start to work on strategies to reduce impacts.
“What If” AnalysisInsights
Collaborate
PlanExecute
• Microsoft Project Online makes key performance indicators like risks easily visible through Power BI reports and dashboards
• Alerts can be set to drive actions when thresholds are passed
• Microsoft Flow can also be configured to drive actions that let people know about risk assignments and closure.
• Western Principles can work with you to configure your risk management processes, capture and reporting.
Risks, Issues, and other KPIs roll-up to DashboardsInsights
Collaborate
PlanExecute
With built-in risk logs, your PM can capture and list risks, associate them to project artefacts – like tasks or documents – and create and assign mitigation plans for all of them. Your PM can use Microsoft Project Online’s Inactivate feature to do “what-if” analysis to help determine the cost and impact of risks and assess the severity of each. Finally, with centralized logs, your risks and mitigation plans can be visible to the PMO and project sponsor.
This applies equally to other Microsoft Project Online capabilities like Issue Tracking.
With risk identification and management, you stand a good chance of delivering your project on-budget, on-time, and on-scope.
75% or more of IT organizations are operating in a bimodal mode. This means that within an organization some projects are managed in traditional waterfall approach, and some are managed as Agile projects.
How do you align your waterfall and Agile projects? How do you get enterprise reporting on project progress and costs, and resource allocations? How do you select them from ideas into projects? How do you select projects against overall enterprise capacity and budgets? How do you manage and report on risks?
Project management systems do not provide for allowing waterfalls and sprints to co-exist … or do they? (Spoiler alert … Microsoft Project Online does.)
• Support for Scrum or Kanban
• Easy to define agile activities within the standard waterfall plan
• Create and assign backlog and sprints
• Update the sprint card with progress
• Rich information from built-in reports
• Western Principles can help you configure your Microsoft Project Online for your Agile methodology
Agile in Microsoft Project OnlinePlan
Execute
Integrate with other Agile PM systems
• Jira / Microsoft Azure DevOps (a.k.a. VSTS)
• Need to determine:• What level of data needs to
be synchronized• Synchronization directions• When & how to synchronize
• Drives projects into Agile PM system
• Rolls resources and status back to dashboards
• Western Principles can help you choose the right integration method and configure your integration.
Plan
Execute
Manage projects your wayUse Microsoft PPM as an integration point for other project management tools
Use Microsoft Project Online as a single hub for all work.
Let software development teams use favourite Agile tools such as Visual Studio Team Services (VSTS) or Jira and leverage integration options to include them in the portfolio.
Empower teams to manage tasks in Kanban approach, with Office 365 Planner, a collaborative, intuitive work management tool. Western Principles can help you with 2-way integration to Microsoft Planner, allowing you to broadcast assignments, and absorb status updates.
Plan
Execute
Microsoft Project Online provides for end-to-end lifecycle management of both Waterfall and Agile projects in one place. With Microsoft Project Online you get global visibility into resourcing and projects. You can also easily integrate cost management and automated business processes for project ideation and selection, change requests, resource requests, lessons learned, and more …
The fifth topic is a really, really big number. It’s infinity. Why? Because there is an infinite number of ways to configure your Microsoft Project Online implementation. Microsoft Project Online is highly configurable to meet your business needs. It is able to handle projects from simple marketing projects, to small IT projects, to large IT projects, to complex construction projects (and everything in-between). It can be configured for new project managers, experienced PMs, and even “accidental PMs”. It can be integrated with your finance system, your HR system, your asset management system, your ticketing system, your CRM, your 4D simulation system, and more.
Your Microsoft Project Online implementation should be treated like a mini-ERP implementation. It should be planned, aligned with business processes, and configured to meet your needs.
Some of the configuration you need
Strategy OutcomeIdeate Plan Execute
PPM Success
• Microsoft Project Online has many potential configuration components. • It is important to plan for your PPM system as a holistic system, considering people, processes, and technology working together. • It is also important to understand your implementation roadmap, from a crawl, walk, run approach. • Your Microsoft Project Online implementation should be approached as a disciplined project, with time allocated for requirements
analysis, design, configuration, testing, training, deployment, and post-deployment support.• With appropriate consideration it is easy to configure your Microsoft Project Online system to meet your business needs and help
you drive towards project and portfolio management success.
Integrations & Extensions
• Microsoft Project Online can be integrated with multiple different systems
• Open-nature of Microsoft environment allows for multiple integration methods
• Additionally supported by 3rd
party integration tools from UMT360 and FluentPro.
• Inherent security of Microsoft Azure environment ensures safe system-to-system integrations.
Finance
Asset Mgmt
HRIS
Ticketing
Agile Development
4D / BIMDocument
Mgmt Extensions
Cost Controls
Portfolio Mgmt
Extensions
Resource Mgmt
Extensions
Program Mgmt
Extensions
PPM Success
• Critical training includes the foundation of PMI BOK.
• Building on this is training in your specific PPM processes, and how they work inside your PPM system.
• Additional training on the specific mechanics of the PPM technologies and deep functions.
• Initial Change Management process • Ongoing process – regular training refresh &
update, plus “day 1” for new team members• Regular cycle to revise and improve your PPM
process and system
3x3 Types of Training
Refresh
Enhance
Initial
Your Processes
Mechanics
Other
Power BI
Project Pro
PWA
Close-out
Execution
Planning
Intake
PMI
PPM Success
PMs & PMO
Execs & Sponsors
Team & 3rd
Parties
• Training required for all members of your project community that interact with the system at one level or another:• Execs & Sponsors: How do you
access, use, & respond to reports?• PMs & PMO: How do you create,
plan, execute, and close-out projects• Team & 3rd Parties: How do you get
your assignments, and collaborate?
Microsoft Project Online implementations can range from simple to leading-edge, and take from a few weeks to months to complete.
Your Microsoft Project Online implementation should be treated like a mini-ERP implementation. It should be planned, aligned with business processes, and configured to meet your needs. People should be trained, and you should review your implementation regularly.
It is very important to define what you want and need, and to approach your implementation as a people-processes-and-technology project in order to configure Microsoft Project Online to meet your needs.
3 To-Dos1. Drive for benefits and processes
• Define your PPM goals and benefits (Western Principles can help you with your business case)
• Select a PPM that allows for a rapid pilot, & process enablement and automation
2. Turn it on• If you already have an O365 subscription … You can turn Microsoft Project Online on and try it out for 90 days
• Western Principles can help you with a Coached Evaluation
3. Call your O365 Admin &/or Us• Need to know more about getting Microsoft Project Online up and running? Your O365 administrator can help.
• Call on one of your Microsoft PPM Gold-Certified partners. Western Principles is here for you to help you learn more about Microsoft
Project Online and get it configured to meet your goals, and drive ROI on your projects & portfolios.
Thanks
Dave Jones
GM, Western Principles
403-585-6522
www.WesternPrinciples.com
https://www.linkedin.com/in/tandembike/
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