Using Project Server 2010 for Demand Management and Collaboration January 19 th, 2011

Transcription

1 Using Project Server 2010 for Demand Management and Collaboration January 19 th, 2011

2 Speaker Biography Daniel Bell, PMP, MCP, MCTS, Managing Director at MS PROJECT NOW!, Life-long consultant with a very strong background in many technical disciplines, as well as a strong functional background.

3 MS PROJECT NOW! MS PROJECT NOW! is a full service Microsoft Portfolio and Project Management (PPM) consulting firm. The MPN Story Collectively, we have over 40 years of experience. We have successfully delivered nearly 100 implementations. We deploy complete end-to-end solutions built to handle our clients current and future needs. We deliver value with integrity and honesty. We are committed to results and client satisfaction.

4 Microsoft Project Server 2010 Demand Management with Project Server 2010 Overview of Demand Management Business Drivers Portfolio Analysis Demand Management Components Enterprise Project Types Project Workflows Project Detail Pages Approvals Steps to Implement 4

5 Key benefits of Project Server 2010

6 OVERVIEW OF DEMAND MANAGEMENT

7 Unified Project and Portfolio Management Capture all work in a central repository

8 What is Demand Management? Part of the overall Project Server 2010 solution You can capture all work proposals in one single place Workflows are a component of Demand Management which you can use to automate your existing business processes optional, not required You can create customized workflows as well as pages for displaying and collecting information from the end users Workflows, along with other key concepts, are captured and integrated within the demand management feature set

9 Microsoft EPM Solution Sample Phases of a Project Lifecycle Enterprise Project Management Create Select Plan Manage Demand Management Portfolio Selection Work Planning Collaboration & Reporting NOTE: Phases are custom tailored to the business needs, drivers, and governance

10 End User Experience Simple to use Information collected in stages Information split into convenient sections/links User Interface similar to SharePoint Can create proposals without schedule! Powerful and flexible One place to enter various types of work Enhanced support for templates Ability to track initiatives from start to end Align demand requests with strategy Standardized deployment, maintenance

11 Process Overview Business Drivers Definition Business Drivers Prioritization Aligning Projects/Proposals to Business Drivers Projects/Proposals Prioritization Portfolio Analysis (cost, resource)

12 Business Drivers

13 Business Driver Business Drivers represent an organization s business objectives in Project Server 2010 Create drivers in the Business Driver Library May be associated with zero or more Departments Drivers are prioritized to reflect organization s perceived business impact and importance

14 Calculated Driver Prioritization System calculates the consistency ratio Inconsistent prioritizations may make sense in some instances but should be reviewed carefully

15 Algorithm Fill the systemic matrix with the pairwise values Calculate eigenvector for the matrix Normalize eigenvector values to 100% to derive relative priorities Driver A Driver B Driver C Driver D Driver A Driver A Driver Extremely B More Driver Strongly C More Driver Equal D Driver A B 1 9 Moderately 6 More Strongly 1 Less Driver B C 1/ /6 Moderately Less Driver C D 1/6 1/3 1 1/3 Driver D

16 Demo: Business Driver Prioritization

17 Portfolio Analysis

18 Portfolio Analyses Portfolio analyses are a collection of projects that will compete for selection based on their cost relative to their strategic value Prioritization of Projects: By Business Drivers By Custom Field

19 Project Interdependencies Project dependency relationship will be respected during portfolio selection scenario calculations There are following types of interdependencies: Dependency: If Project A selected, Project B must be selected Mutual Inclusion: For a set of projects, if one project is selected, all projects in the set must be selected. Mutual Exclusion: For a set of projects, only one project in the set can be selected (Alternatives). Finish to Start: Used in Resource Constraint Analysis for identifying scheduling constrains

20 Cost Constraint Analysis

21 The need for optimization Value Cost Project 1 30% $100 Project 2 20% $60 Project 3 15% $40 Value Cost Project 1 30% $100 Project 2 20% $60 Project 3 15% $40

22 Force In/Out A portfolio may contain projects that must be either selected or not selected, regardless of their cost/value ratio or their dependencies on other projects. Aliases available for Force In/Out per analysis Examples: A non-strategic project that must be implemented because of legal compliance issues will need to be forced in the portfolio. A very costly project might need to be forced out of a portfolio to free up resources for other projects and improve the portfolio s overall ROI

23 Demo: Cost Constrained Analysis/Force-in

24 Resource Constraint Analysis

25 Resource Constraint Analysis Simplified Algorithm Resource Allocation Portfolios may also be analyzed by their high-level resource requirements combined with their prioritization Higher priority projects are resourced first, lower priority projects are resourced last. If resource availability does not meet a given project s demand for any period for any role, that project is not resourced and the project with the next lowest priority is examined

26 Demo: Resource Constrained Analysis

27 What s Next?

28 Portfolio Comparison Portfolio selections scenarios should be adjusted and recalculated until a scenario is reached that should be finalized or compared with other scenarios Portfolios may be compared with each other by: Projects Selected Strategic Value Custom Fields (example: ROI )

29 Commit Portfolio Analysis Decisions Once you have completed your portfolio analysis, the final step is to commit your portfolio Optionally, committed portfolios may kick off a workflow

30 Demo: Compare Anlaysis

31 Demand Management Concepts

32 Demand Management Concepts Enterprise Project Types Workflows Stages/Phases Project Detail Pages SharePoint/Custom Web-parts Enterprise Custom Fields

33 ENTERPRISE PROJECT TYPES (EPTs)

34 Enterprise Project Type (EPT) Enables project creation with template schedule, workflow, and workspace Blueprint for creating a Proposal Groups these components: Project Server Workflows Project Details Page (PDP) Stages Phases Project Plan Template Project Site Template Department Out-of-the-Box EPTs Sample Proposal - Workflow driven Basic Project Plan - Non workflow driven

35 Demo: EPTs

36 PROJECT WORKFLOWS

37 Project Server Workflows Not all EPTs require workflows Allows for a custom approval process Workflow supports: Simple Project Lifecycle (single stage/approval) Complex Project Lifecycle (multi-stage/approval) Overlaid on SharePoint Workflows Create Custom Workflows created in Microsoft Visual Studio 2010 (SharePoint Designer is NOT supported)

38 Changing an EPT mid-lifecycle A project or proposal s EPT may be changed in mid-lifecycle if necessary Current workflow will end and new EPT s workflow will begin New EPTs pages will be loaded Save current page s data prior to changing EPT

39 STAGES

40 Workflow Stages Represents one step within a project lifecycle Appears as steps at the End-User level Controls the behavior of: Visible PDPs Read-Only/Required Custom Fields Associated Phase Out-of-the-Box Stages

41 PHASES

42 Workflow Phases Collection of Stages grouped together to identify a common set of activities in the project life cycle Used as a placeholder Typically used for identification purposes Group Stages together Phases do not directly affect Project Detail Pages Out-of-the-Box Phases For example, A phase is like an empty file folder with a name on the tab

43 Sample Proposal Workflow

44 OOB Sample Proposal Workflow Custom Fields supporting OOB workflow: Sample Approved Finish Date Sample Approved Start Date Sample Areas Impacted Sample Assumptions Sample Business Need Sample Compliance Proposal Sample Goals Sample Post Implementation Review Date Sample Post Implementation Review Notes Sample Primary Objectives Sample Proposal Cost Sample Proposed Finish Date Sample Proposed Start Date Lookup Tables supporting OOB workflow: Sample Areas Impacted Sample Primary Objective

45 Visualizing Project Workflow Two OOB Excel report templates are available that help you to visualize Projects as they go through workflow stages and phases: WorkflowChart WorkflowDrillDown

46 Demo: Workflow Reporting

47 PROJECT DETAIL PAGES

48 Project Details Page (PDP) SharePoint Web Part page that is used to drive the project lifecycle Used to input and/or view data Can add other SharePoint Web Parts Includes project fields Can be reused for other Stages Is project aware Library of PDPs can be used across multiple EPTs/Stages PDPs Out-of-the-Box PDPs Post-Implementation Review Project Details Project Information Proposal Details Proposal Schedule Proposal Stage Status Proposal Summary Schedule Strategic Impact

49 Demo: PDPs

50 APPROVALS

51 Workflow Approvals PWA -> Workflow Approvals in the Approvals section of Quick Launch The approval process allows decision-makers : Ability to tightly control which projects continue along in their lifecycle Provide input to people who are submitting the project proposals Project Server Workflow Tasks Items requiring review and approval displayed Edit Item to comment and make an approval/rejection decision Approver may be notified by Edit this task on the message in Outlook Default WF approvers in PWA (security group): Portfolio Managers

52 Approval Configuration Typically approvals are placed between Stages and Phases Stages and Phases do not necessarily have to have approvals to proceed Approval Process is based on SharePoint Server 2010

53 STEPS TO IMPLEMENT

54 Step 1: Define the Project Lifecycle

55 Step 2: Define the Workflow Phases Create Phase Select Phase Plan Phase Manage Phase Finished Phase

56 Step 3: Create and Configure Objects In Project Web App Custom Fields (Project/Task/Resources) Phases Stages Project Detail Pages Project Plan Template* Project Site Template* Enterprise Project Type (EPT) * Optional

57 Step 4: Create Workflow in Visual Studio Requirements to create Project Server Workflows Must be installed on the same box as Project Server InfoPath Services, Excel Services ) IMPORTANT Please refer to the MSDN SDK and webcasts for guidance/samples and Step by Step instructions on Workflow and Demand Management

58 Summary Project Server 2010 s Demand Management: Supports Work Management and governance Unifies project and portfolio management Flexible and extensible Build on SharePoint Server 2010

59 Thank you for your consideration of MS PROJECT NOW! At MS PROJECT NOW! we believe in outstanding customer service. This is why we will always ensure expectations are properly set and maintained throughout every client relationship. We also consider trust a necessity, and therefore we will never mislead or misstate anything to our clients. This is because we believe in building and maintaining long-lasting relationships with you and your organization. Contact Information: Sherry Lucia Director, Client Relationships Mobile: Sherry.lucia@msprojectnow.com