Resource and Capacity Planning

Transcription

1 Resource and Capacity Planning Presented by: Jacques Goupil 11/14/2017

2 Jacques Goupil, PMP, MCTS, MCP Director of Client Satisfaction Microsoft Community Leader Award PDD Instructor and Speaker at PMI MN Conference, Project Summit , and Microsoft Project Conference 2012, 2014, 2016 Board Member of the Boston YMCA, and Boston & South Florida MPUG Chapters Lead SME and writer for the MCTS Exam , Managing Projects MPUG Project Certification Instructor Life-long trainer and consultant with strong background in project management, specializing in developing and improving PM processes for clients and training Volunteer with the YMCA, enjoy traveling with family, and training for races PMI member since PPM Works, Inc. All rights reserved. No part of this material may be reproduced, in any form or by any means, without express written permission from PPM Works, Inc.

3 November Demo Series Portfolio Management Made Easy November 21 1:00 pm 2:00 pm EDT Is your organization running the correct portfolio of projects? What value are your projects producing for your organization? Which projects give you the most value? We will cover the benefits and challenges of portfolio/demand management, project selection, scenario-based analysis, and cost vs resource constraints. Come learn the Portfolio Management benefits of Project Online and walk away with your own plan to get you where you need to be. Create Your Own Portfolio Dashboard November 28 1:00 pm 2:00 pm EDT If you ever wanted to learn about Power BI then this is the webinar for you. Join the experts at PPM Works and together we will dive into how to bring your data to life by building real-time dashboards and reports. You will walk away from this session with all the necessary knowledge of the Power BI business analytics tools. You will be able to analyze data and share valuable insights. Regardless of your experience level this workshop will have something for you. 3

4 Upcoming Webinars Creating Custom Dashboards in Project Professional 2016 December PM EST Learn how to create custom dashboards and reports in Project Pro 2016, while also learning how to prepare and optimize the project plan to maximize the report outputs. This webinar will focus on editing existing reports, creating new custom reports and dashboards and understanding how to interpret the data. You will also learn how to leverage the Organizer to share reports with all of your team members. Create Custom Tables and Views in Project Professional January PM EST Did you know there are eleven new filters in Project Professional 2013 and 2016? Join PPM Works experts as we show you how to create custom tables and views in Project Professional and utilize the new filters to quickly optimize Project views. You will learn how to leverage the Organizer to copy table and views to other projects or share them with others on your team. Best Practices for SharePoint Project Site Template Development January PM EST We will show you how to advance project collaboration within your organization by expanding upon the standard Project Online/OnPrem SharePoint Project Site Template. Learn all the Best Practices of using SharePoint in your company from the experts at PPM Works. 4

5 Learning Objective At the end of today s session participants will be able to successfully: 1. Who s doing what when and are they over booked? 2. View capacity and availability for resources 3. Manage resource forecast (top-down and bottoms-up) 4. Approve, Reject or edit engagement requests 5. Understand capacity heatmaps, resource dashboards, and reporting 5

6 Successful Resource Management Planning 1. Create Project Request with (Generic) Resource Engagements Top-Down Successful Resource Management 2. Portfolio Analysis of Generic Resources 3. Resource Engagements to Project Schedule Bottom-Up 4. Manage the project/resources

7 Resource Engagements Overview 8

8 Engagement Submission Process Resource Engagements Overview Resource engagements are requested by the Project Manager Engagements are created in MS Project Professional 2016 by the Project Manager Resource Manager reviews to accept/reject/modify Engagements are not tied to tasks in the project schedule Project Manager requests a resource engagement Resource Manager reviews request to accept, reject or modify Goal: Ensure resources are being used appropriately and effectively throughout your organization.

9 Adding Reminders for Requests Resource Managers can manage alerts and reminders from Server Settings TIP From the My Resource Requests section of the Manage My Resources Alerts and Reminders page, choose the Send a reminder about pending resource requests checkbox Administrators must turn on alerts and reminders in SharePoint Central Admin

10 Analyzing the Capacity and Engagements Heatmap From Resource Center select Capacity Planning: From the view drop down select Capacity and Engagements Heatmap

11 Analyzing the Capacity and Engagements Heatmap Blue The resource s engaged time is significantly lower than the resource s overall capacity, and should be given more work. Green The resource s engaged time is roughly the same as the resource s overall capacity Red - The resource s engaged time is significantly higher than the resource s overall capacity, and should have some work either reassigned to someone else, or moved to a less-busy timeframe.

12 Microsoft Resource Management Toolkit for a copy of the Project Server / Online Resource Management Toolkit info@ppmworks.com

13 Microsoft Tips and Tricks and Immersion Sessions Microsoft Tips and Tricks and Immersion sessions bring the experts to you and your team. This offer provides you with the opportunity to have your team work hand and hand with a PPM expert funded by Microsoft. Tips and Tricks and Immersion sessions: 1. hands-on 2-3 hours onsite event for up to participants 2. interactive, experiential and fun Contact CIE@ppmworks.com for more information

14 Call to Action 1. Get started today and contact us at Register for a Tips and Tricks or Immersion Session Act now, Microsoft provided funds end mid-december 2017 info@ppmworks.com 3. Register your PDUs 17

15 Tips and Tricks & Immersion Slides 18

16 November Demo Series Portfolio Management Made Easy November 21 1:00 pm 2:00 pm EDT Is your organization running the correct portfolio of projects? What value are your projects producing for your organization? Which projects give you the most value? We will cover the benefits and challenges of portfolio/demand management, project selection, scenario-based analysis, and cost vs resource constraints. Come learn the Portfolio Management benefits of Project Online and walk away with your own plan to get you where you need to be. Create Your Own Portfolio Dashboard November 28 1:00 pm 2:00 pm EDT If you ever wanted to learn about Power BI then this is the webinar for you. Join the experts at PPM Works and together we will dive into how to bring your data to life by building real-time dashboards and reports. You will walk away from this session with all the necessary knowledge of the Power BI business analytics tools. You will be able to analyze data and share valuable insights. Regardless of your experience level this workshop will have something for you. 19

17 Upcoming Webinars Creating Custom Dashboards in Project Professional 2016 December PM EST Learn how to create custom dashboards and reports in Project Pro 2016, while also learning how to prepare and optimize the project plan to maximize the report outputs. This webinar will focus on editing existing reports, creating new custom reports and dashboards and understanding how to interpret the data. You will also learn how to leverage the Organizer to share reports with all of your team members. Create Custom Tables and Views in Project Professional January PM EST Did you know there are eleven new filters in Project Professional 2013 and 2016? Join PPM Works experts as we show you how to create custom tables and views in Project Professional and utilize the new filters to quickly optimize Project views. You will learn how to leverage the Organizer to copy table and views to other projects or share them with others on your team. Best Practices for SharePoint Project Site Template Development January PM EST We will show you how to advance project collaboration within your organization by expanding upon the standard Project Online/OnPrem SharePoint Project Site Template. Learn all the Best Practices of using SharePoint in your company from the experts at PPM Works. 20

18 Question and Answer Live Audience: Use the Q&A panel to submit your questions 21 If you are listening to the recording, please questions to

19 Contact Us We d Love to Hear From You, Get In Touch With Us! Address: 30 Newbury Street, Boston, MA Phone: info@ppmworks.com 22 Web:

20 PDU s for this Webinar PPM Works is a PMI Registered Education Provider (R.E.P.). We offer PDU s for this presentation. To claim your PDU please info@ppmworks.com with your PMI number and reference this presentation. 23 is a registered mark of the Project Management Institute, Inc.

21 About PPM Works Gold Microsoft Certified Partner exclusively focused on Microsoft Project, SharePoint, and Office 365 Some recent Experience includes Allergan, Medtronic, Plantronics, Shire, Synopsys and many more We believe in partnering with you, exceeding expectations to build long lasting success. Our team's experience runs deep with Microsoft. Over 225 Project Server implementations and Trained thousands of students Delivered dozens of Industry presentations (Microsoft Project Conference, Project Summit, PMI Conference) Created hundreds of webcasts and blog articles We have contributed to the new release of Microsoft Project and Project Server for the past three cycles and share our expertise as volunteers for Microsoft, PMI, MPUG, and Project Summit. We guarantee your success and our results we are not done until you are a satisfied client reference 24