Microsoft Project with Project Online for PM s

Transcription

1 Infinite Possibilities - Measurable Results Microsoft Project with Project Online for PM s Robert Happy, PMP, MCTS Project Management Practice Inc. (PMPI) rhappy@pm-practice.com (707)

2 Project Management Practice, Inc. Microsoft Certified Partner PMI Registered Education Provider (707) Provides consulting and training services to support the successful implementation of PPM solutions: PPM Training PPM Systems PMO Set-up PPM Support PM Career Path Dev t Providing the most effective roles based knowledge transfer programs available today Offers world-class consultants and trainers and can integrate with key disciplines within your current environment to establish a high performance project management culture

3 4 Main Areas of Focus 1. PPM Systems On-premise or Hosted Project Online or Project Server/SharePoint Reporting & System Integration 2. PPM Process Improvement Portfolio and Program Management Project Management 3. PPM People - Talent Development Benchmarking & Assessments Training & Coaching Programs 4. PPM Organization PMO Set-up, Optimization, Strategy & Structure Performance Assessment & Development PMO Support & Staffing

4 Agenda Project 2016 and Project Online Overview (9-9:30) Initiating Projects with Templates (9:30 10am) Project Planning with Project Pro Client (10am-12pm) 15min Break at 10:30 Project Online Demonstration and Lunch: Extending the Project management to Portfolio and Resource management using Microsoft Project & Portfolio Management (PPM) solution built on the Office 365 platform. (12 to 1pm) Status Reporting and Managing Plans (1-2pm) Communicating Results and Power BI (2-3:30pm) 15 min break at 2:30 Futures What s Coming Your Way (3:30-4pm)

5 1. What is Project Online Microsoft Project Online is the cloud (hosted) version of Project Server set-up as a subscription (extension) of Office 365. It is built on Microsoft SharePoint Online, bringing together powerful business collaboration platform services with structured execution capabilities. Can provide everything from a Project Portfolio Management system (PPM) to Enterprise Project Management (EPM) and with new SharePoint project capabilities, a path for growth. Provides innovative capabilities across the entire lifecycle to help organizations effectively initiate, select, plan and deliver projects on time and within budget.

6 Project Portfolio Management (PPM) High Level Overview Browser Client Project Web App (PWA) Project Pro Desktop Client - Essentials Subscription - Professional Subscription Portfolio managers, team members, project/resource managers & executives Project managers, project leads Project Online (Microsoft Cloud PPM application) Note: Premium Subscription includes portfolio (strategy) management tools, enterprise resource engagement tools and admin configuration tools. 6

7 Project Web App (PWA) Browser Interface Overview of the interface of PWA Navigating the Home Page Project Requests Project Center/Resource Center Using the PWA Ribbon Interface Working with Views and Data Options Working with the Project Details, Schedules and Project Sites BI Reports

8 Connecting to Project Online Home Page with Project Web App (PWA) with Office 365 To access the PWA Home Page log in through Office 365 and select the Project tile. If you are using Click to Run than you may need to install the software first. If you do not have Project as an option you will need to contact your Office 365 administrator.

9 Project Lifecycle in PWA The project creation actually starts with Project Intake on the New Project Request site Project requests are created by a Requestor, reviewed by the PMO, reviewed & approved by the IT Leadership Team, then promoted by the PMO into PWA The PMO selects the appropriate Enterprise Project Type (EPT) which will provision the following: Project Detail Pages Project Site Template Microsoft Project Schedule Template Workflow (not being used at this time) Entering Project Details Resource Requests and Engagements Saving, Publishing, Closing Note: it is possible to start new projects in Project Online using the Browser client, but this is not our process.

10 Project Requests are entered by stakeholder and approved by PMO

11 Once Approved the PMO Creates the New Project Check the project you want to Promote into Project Online Project Center, select Items tab and click on Create Projects

12 Importance of the Enterprise Project Type Enterprise Project Type control associated project details, schedule template, project site template. You can change the project type later on in the process if needed. Project request fields are automatically mapped to the corresponding enterprise custom project fields in the project details.

13 Once Project is Promoted to Project Center Status is set to Approved

14 Initiating Enterprise Projects Enterprise projects can be initiated as follows: Initiating Using Project Web App (PWA) Initiate new projects from the Project Center Complete project detail pages Project Information & Details Use Project Sites to add content data and documents Initiating Using Project Professional

15 New Projects in PWA (Only if not created by Project Request) Click New to add a new project Select from a list of available Enterprise Project Types.

16 If needed the Project Type can be changed in the Project Center You can also change Project Type at any time. List of available Enterprise Project Types.

17 Workflow Overview

18 Submit to Move to Next Step

19 Project Details Completing PDP s Make sure to select Save to save your changes. Also make sure to select Close to check your project back in. If you do not Close and Check-in your detail page it will remain checked out to you and you will not be able to edit the project schedule in Microsoft Project. Complete the project information detail page to the best of your ability. You can always save and edit project details at anytime. Note: Upon close you will be prompted to check in your project. Make sure to Close and Check-in your project!

20 Project Schedule in PWA You can review and/or edit the Project Schedule directly in PWA or with Microsoft Project Pro More On That Later

21 Update Project Control PDP PM s are expected to update Project Control status.

22 Use Project Sites Use project sites for team collaboration, document management, managing, action items, risks & issues and more.

23 Project Sites & Documents Use the project documents to add new documents like Requirements. Click on Projects to Return to Project Center or Project Details to return your specific project detail pages. Note: We will cover more on Project Sites under collaboration section of the training.

24 Hands On PWA Project Initiation Go to the Project Center Create a New Project and Name It Training One <Your Name>, for example, Training One Rob Fill in other Project Details and review other Project Detail Pages (PDP s) and Schedule Select the Project tab to Save and Close (and check-in) Click on Project Site and review documents area Click on Project Details to return to Projects

25 Initiating/Planning Projects Using Project Professional Client Connecting to Online with Project Pro Client Entering Enterprise Project Information Understanding Save vs. Publish Understanding the Local Cache Working Offline

26 Connecting To Online with Microsoft Project Professional: URL = (A) To create a new or amend an existing Project Online connection: 1.Start Project Professional 2. From the File menu, click Info 3. Select Manage Accounts (B) To create an account, click the Add button and the Account Properties dialog box is displayed. (C) Add your Name and Online URL (above) Click to Set as default account

27 Project Pro New Look Overview Ribbon Interface Timeline View New File Backstage

28 Using Project Online Enterprise Schedule Templates This schedule template is automatically associated with enterprise project types (EPT s) and already exist for your project if you launched it from the PWA client. Note: if you start a brand new project from Microsoft Project client and save it with a name that does not exist in Project Online than it will automatically provision a new EPT based on the default Enterprise Project EPT.

29 Open Existing Project Schedules from Project Online File, Open You can see a list of projects in Online that you can open in Read/Write mode or Read Only mode. You can also open.mpp files from here as well. Checked Out files can only be opened as Read Only. Click on File, Open to review projects stored in your local cache Click on Show me the list of all projects to view all projects in the Online database that you have permission to see.

30 Local Cache: File\Options\Save File\Options\Save then click Clean Up Cache You can see a list of plans in your local cache which allows faster opening and saving. You need to clean this up occasionally. You can also select view Cache Status to change Cache size limit.

31 Open and Check Out Your Project Click on Check Out to edit your schedule.

32 Project Information Key to Getting Started - \Project\Project Information Define the Project Start Date as it drives the schedule from point. The project level calendar drives working days across the project. There are other custom calendars that can be applied at the project or task level. Enter Enterprise Custom Project Fields. These fields help with project grouping and reporting across the portfolio. Fields with an asterisk (*) are required. Data will generally be entered in the project detail pages via the PWA client.

33 Publish to Project Online Publish you project when you are ready to share your changes. You can also access the Project Site, View Task Updates, modify Project Permissions or update Project information.

34 Closing a Project When you want to stop working on a project, you can Close it (File\Close) You then can either keep it checked out to you or check it back in Either way, it is also stored in your Local Project Cache for easy opening

35 How to Work Offline Before you disconnect: Open the Ent. Project you wish to make an Offline project Click \File\Close In the confirmation dialog, click to Keep it Checked Out to you When disconnected: Start MS Project but in the Login Dialog, click the Profile pick list and select your regular Project Online login Click the Work Offline button

36 Project Planning in an Enterprise Environment Features specific to using planning tools while connected to Project Online Using Project Professional with Project Online Using Project Web App

37 Planning Essentials Planning and the Work Breakdown Structure (WBS) 4 Steps To Successful Planning Step 1: Enter & Modify Phases, Tasks, and Milestones (Work Breakdown Structure) Step 2: Enter & Modify Duration Estimates Step 3: Enter & Modify Task Dependencies Step 4: Assign Enterprise Resources Critical Path Focus on Tasks Driving Your Completion Note: The above steps can be applied when creating projects from a blank project or initiating a plan from a template.

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39 Constraints Projects Have to Live By Projects A project manager is responsible for accomplishing project objectives within scope on time within budget Project quality is impacted by managing these three key factors Project is specifically designed for this purpose with easy to use tools for small or big projects Managing your constraints with Project

40 Step 1- Easily Enter Phases, Tasks and Milestones The importance of the Task Name column Use the indent/outdent key to create different outline levels Use the Show Outline button to expand/collapse the plan Easily insert, delete or move tasks Automatically turn on a Project Summary Task Automatically turn on the outline number codes

41 Planning & the Work Breakdown Structure (WBS) Begin with the end in mind - breaking the project down into manageable components is known as the Work Breakdown Structure A hierarchical organization of work.

42 The Work Breakdown Structure (WBS) Organizes and segments products, services, results into definable, manageable packages Is the foundation for: Project and technical planning Cost estimation and budget formulation Schedule definition Progress reporting and problem analysis The cornerstone to any good project plan is a well organized WBS!

43 A WBS Chart Format The Product Or Service LEVEL 0 LEVEL 1 LEVEL LEVEL 3

44 Task Name Duration Start Finish PHASE 2 - DEVELOP 25d Oct 30 '17 Dec 1 '17 Task 1 - Develop Prototype 15d Oct 30 '17 Nov 10 '17 Task 2 - Testing/QA 6d Nov 8 '17 Nov 15 '17 Task 3 - Develop Final Product 10d Nov 13 '17 Nov 24 '17 Task 4 - Final Testing/QA 5d Nov 27 '17 Dec 1 '17 Milestone - Development Complete 0d Dec 1 '17 Dec 1 '17

45 WBS Outline Format

46 Deliverables Based WBS (0) Final Deliverable 1.0 Interim Deliverable Task Task Task n 1.4 Key Milestone Deliverable Achieved 2.0 Interim Deliverable Task Task Task n 2.4 Milestone Deliverable Achieved 3.0 Interim Deliverable n

47 Class Example PHASE I DESIGN Task 1 Gather Information Task 2 Analysis Task 3 Present Alternatives Task 4 Design/Document Milestone Design Complete PHASE 2 DEVELOP Task 1 Develop Prototype Task 2 Testing/QA Task 3 Develop Final Product Task 4 Final Testing/QA Milestone Development Complete PHASE 3 IMPLEMENT Task 1 Install Task 2 Test Task 3 Train Task 4 Transition to Operations Milestone Implementation Complete

48 PM Template WBS Example Level 1 to Level 2 WBS Outline

49 Entering Tasks Create, delete, edit, insert, and move tasks Create Summary tasks Setting task durations Create milestones

50 Summary Tasks Promote and Demote tasks Summary Tasks

51 Milestone Task GENERALLY ZERO DURATION Used to signify either a Deliverable or significant point in time in the schedule, such as the end to a Phase

52 Step 1: Enter or Modify WBS - Phases (Summary), Tasks or Milestones A phase or summary task has one or more tasks/milestones indented underneath it. It summarizes (calculates) all the indented information until it meets the next equal or greater level. Tasks have duration greater than 0 with no indented items underneath it. Enter Phases, Tasks and Milestones directly into the Task Name column Use the indent/outdent tools to outline your tasks to establish the WBS. Milestones have 0 duration with no indented items. You can also insert, delete, copy, paste and move tasks easily. Remember deleting a summary task deletes the children or indented tasks.

53 Hands On Creating / Changing Tasks Create New Project File, New, Blank Project Define Project Start date 1 st of Next Month Use the WBS from Class Example slide (next slide) Save as File (mpp) format onto your desktop and not in Online as Training Two <your name> Make sure you understand the difference between a local (mpp) file and a plan saved to the online Online database

54 Step 2: Estimate Durations Enter duration directly into the duration column. Remember it is based on working days from the calendar settings: 1d = 8 hrs; 40hrs = 1wk; 20d=1mth. You can also click and drag from the end of the Gantt bar

55 Estimating Task Duration Templates can start with estimates Questions How long will this take? How long has it taken in the past? Can we really estimate this? Change directly in Duration field Keep it Estimated?

56 Hands On Duration Estimates Add duration estimates as follows: PHASE I DESIGN (do not enter duration at Phase/Summary level) Task 1 Gather Information 5d Task 2 Analysis 10d Task 3 Prepare/Present Options 6d Task 4 Design/Document 15d Milestone Design Complete 0d Phase 2 DEVELOP Task 1 Develop Prototype 20d Task 2 Testing/QA 5d Task 3 Develop Final Product 15d Task 4 Testing/QA 5d Milestone Development Complete 0d PHASE 3 IMPLEMENT Task 1 Install 5d Task 2 Test 5d Task 3 Train 10d Task 4 Support 20d Milestone Implementation Complete 0d

57 Save to Project Online Save your plan often. Do not change the name if it already exists in Project Online. If you give it a unique name it will create a new project with the default EPT. *Required custom project fields must be completed prior to saving a project to Project Online. * Select Save to save your plan to the Online. Select Save as File.. to save plan as an mpp file. This does not save the plan to Project Online. Once a plan is published to Online you can not save it as an.mpp file and publish it again with the same name. Do not save multiple versions of the same plan to Project Online.

58 Step 3: Set Dependencies Note: Let project calculate the start and finish dates of tasks based on duration and dependencies. Stay away from typing dates directly into the start and finish columns as this will create constraints. Finish to Start is the default and creates a sequential relationships Start to Start creates a concurrent relationships forcing tasks to start at the same time. Finish to Finish creates a concurrent relationships forcing tasks to finish at the same time. Start to Finish creates a backwards relationships opposite to Finish to Start.

59 Step 3: Dependencies (cont d) Use the linking tool to easily set up finish to start relationships. Use the predecessor column to enter the predecessor id# to establish links. Use the Details view to modify link types. Use the lag to create lead/lag times. Adjust the dependency type or lag time. Note: to create a split screen, select View tab and enable.

60 About Linking Tasks When a project s tasks are linked you create a plan based on the relationship between these tasks that is independent of actual dates Result is a project plan that can more easily adjust to changes; changes in work and / or duration In Microsoft Project, when a task s scheduling information start date, end date changes, its dependent tasks will also be rescheduled These dependencies are also referred to as task links or task relationships

61 Link Tasks / Set Dependencies Dependency types Creating dependency links Lead or Lag time Good time to look at Task Inspector and Change Highlighting

62 Hands On Set Dependencies Phase 1: T1 T2 T3 T4 T1 M Using the network diagrams to create the following task relationships in Training Two Project. Circles represent the tasks in each phase and triangles are the milestones. The milestone at the end of each phase drives the start of the first task of the next phase. Lines in Phase 2 and Phase 3 with boxes on top represent lag time to create overlap between tasks. Phase 2: Link FS from PH 1 Milestone -2d T2-2d T3 T4 M Phase 3: Link FS from PH 2 Milestone T1-50% T2 T3 M T4

63 CPM- Critical Path Method Method of calculating a project s total duration, based on a specified project start date and on the individual task durations and dependencies Provides information about how far a task can slip into the future before it moves other tasks or makes the project finish late Microsoft Project calculates and can display the Critical Path

64 What is the Critical Path? The series of tasks that must be completed on schedule for a project to finish on schedule. It is the series of tasks (or even a single task) that dictates the calculated finish date of the project. This date is based on the critical task's start date, duration, calendars, predecessor dates, task dependencies, and constraints. Each task on the critical path is a critical task

65 Critical Path Network T1 1 2 T2 T3 4 T5 1 1 T6 T7 6 T9 1 M T4 T8

66 Critical Path Network T1 1 2 T2 T3 4 T5 1 1 T6 T7 6 T9 1 M T4 T8 Task # T3 T4 T7 T8 Early Start Late Start Early Finish Late Finish Slack/Float

67 Identify the Critical Path T1 1 2 T2 T3 4 T5 1 1 T6 T7 6 T9 1 M T4 T8

68 How do I Shorten the Critical Path? If you want to bring in the project finish date, you need to bring in the dates of your critical path tasks. This is also known as crashing a project. To do this, you can: Shorten the duration or work on a task on the critical path. Change a task constraint to allow for more scheduling flexibility. Break a critical task into smaller tasks that can be worked on simultaneously by different resources. Revise task dependencies to allow more scheduling flexibility. Set lead time between dependent tasks where applicable. Schedule overtime. Assign additional resources to work on critical path tasks.

69 Task Constraints One of the most common mistakes made in scheduling with Microsoft Project is to type dates directly into the task s Start and / or Finish date fields This actually sets up a schedule based on task constraints and seriously limits your ability to use Microsoft Project as an effective management tool Constraints are very useful but should be used wisely and with caution

70 Constraint Types - 1 Constraint As Late As Possible (ALAP) As Soon As Possible (ASAP) Finish No Earlier Than (FNET) Finish No Later Than (FNLT) Description Schedules the task as late as it can occur in the schedule without delaying subsequent tasks. Do not enter a constraint date with this constraint. Schedules the task to begin as early as it can occur. This is the default constraint for tasks. Do not enter a constraint date with this constraint. Schedules the task to finish on or after the constraint date. Use it to ensure that a task does not finish before a certain date. Schedules the task to finish on or before the constraint date. Use it to ensure that a task does not finish after a certain date.

71 Constraint Types - 2 Constraint Must Finish On (MFO) Must Start On (MSO) Start No Earlier Than (SNET) Start No Later Than (SNLT) Description Schedules the task to finish on the constraint date. Sets the early, scheduled, and late finish dates to the date you type, and anchors the task in the schedule. Schedules the task to start on the constraint date. Sets the early, scheduled, and late start dates to the date you type, and anchors the task in the schedule. Schedules the task to start on or after the constraint date. Use it to ensure that a task does not start before a specified date. Schedules the task to start on or before the constraint date. Use it to ensure that a task does not start after a specified date.

72 Task Deadlines Deadline dates can be added to any task except a Project Summary Task or a Summary Task of a Recurring Task. Deadlines that will not be met cause a warning. Deadlines are displayed in the Timescale.

73 Hands On Deadline Dates Set a Deadline date on your finish milestone to 2 days past its calculated date (Task information dialog \ Advanced) Use \Format\Text Styles to make all Critical tasks show with a Red\Bold font

74 Step 4 Assigning Resources Open Training One plan Build Team from Enterprise Resources Replacing Named vs. Generic Resources Resource Roles Assigning Responsible Owner vs. Resource Assignment Hours Understanding How Work is Calculated with Different Task Types

75 Building the Team from the Enterprise Resource Pool Lets you look at the entire enterprise resource pool and find the resources that best suit the needs of the project Allows you to understand availability and capacity Match skills to team members using Generic Resources Work with the Booking Type

76 Generic Resources A special type of resource used to support skill-based resource assignment and replacement This resource entry allows organizations to define and save frequently used skills or code profiles These are handled much like work resources with the exception that, because they are not actual resources, they don t have accounts to log in to Project Online Templates often use them as Placeholders

77 Adding Enterprise Resources vs. Local Resources Enterprise Resources Build Team from Enterprise Add specific / named resources Add/Replace generic resources Local Resources Entered by just typing the name in the resource sheet If you assign resources manually/directly into your plan without using Build Team from Enterprise they become LOCAL RESOURCES Avoid using local resources as they are not part of availability reports across projects

78 Build Team From Enterprise Replace Generic Resources with Named Resources or Add Resources to Your Team 1) Select the Generic to Replace 3) Find the right resource and then Select 2) Click Match to see Resources by Role 4) Click Replace to assign the resource to all tasks that had the Generic assigned Review resource Details or availability using Graphs

79 Use the Split Screen View to Manage Resource Assignments & Capacity Planning

80 Assigning Resources When a Resource is added to a task, Work is calculated Avoid Assigning to Summary Tasks Use the Smart Tags Can select Multiple Tasks/Resources Use the Assign Resources Icon

81 Add in Hours for Capacity Planning in Task Usage View Month by month or Whatever Timescale You Want

82 Or Modify % Allocation in the Split Screen View Modify the resource assignment details in the split screen view Remember the task type will impact the way your schedule calculates based on the formula: Work = Duration * Units

83 Resource Availability MAX UNITS Represents the percentage of the Standard Calendar the resource is available to perform project related work If Standard Calendar is 8 hours per day: 100% equates to 8 hours of project work 50% equates to 4 hours of project work 80% equates to 6.4 hours of project work Resources are over allocated when their assigned work exceeds their Max Units

84 Task Types: Work = Duration * Units DURATION - Period of time over which a task occurs Fixed Duration task is not affected by the amount of resources or the work of the resources A 10-day Fixed Duration task takes 10 days, always

85 Task Types: Work = Duration * Units WORK - the amount of time resources spend performing the task Fixed Work remains the same even if resources are added or removed 2-day Fixed Work task takes 2 days of work (amount of resources and duration may change)

86 Task Types: Work = Duration * Units UNITS - the allocation percentage for a resource assignment to a task Fixed Units allows the project manager to edit the work or duration of a task and have the software calculate the work required over the span/duration of the assignment A Resource assigned at 50% will remain 50% committed to Fixed Units task regardless

87 Effort Driven Scheduling A task-level setting that determines if assigning or removing resources from a task affects the total work on the task Project keeps the task s total work fixed and redistributes work to the assigned resources any time there is a change in the number of assigned resources on the task Fixed Work Tasks are always effort driven, optional for Fixed Duration and Fixed Units

88 Work = Duration * Units Task Type When PM adds resource, this will change When PM changes duration, this will change When PM changes work, this will change When PM changes units, this will change Fixed Duration Units Work Peak Units* Work Fixed Work Duration Peak Units Duration Duration Fixed Units Duration Work Duration Duration *In Project the units field does not recalculate automatically. It retains the original default estimate of 100% unless manually changed. Instead, it uses the Peak Units field to display fluctuations in work.

89 Hands On Add/Assign Resources Use Resource\Add Resources\Build Team from Enterprise Use the match and replace to add a person to your team Add yourself to the team Add me to your team Use Assign Resources Assign each of your team to your new tasks (NOT the Summaries or Milestones) Save and Publish your Project Plan

90 Hands On Add/Assign Resources Review 4 step planning process Apply 4 steps to the Training One Project Modify WBS Modify Duration Estimates Modify Dependencies Assign Responsible Owner Assign Enterprise Named Resources to time tracking tasks Save & Publish

91 Planning Using PWA Understanding Project Detail Pages Creating a Resource Plan Editing Project Schedules in PWA Using the Timeline

92 Limitations in Planning when Publishing to PWA Features NOT supported if you plan on editing the schedule in PWA Blank Task Lines Cannot Edit Master Projects in PWA Cannot Edit Projects in PWA with Task Calendars

93 Using Project Detail Pages Special kind of Web Part page that you access from the Project Drilldown page You can add and edit project information on the PDP s Different types for different reasons Any number can be added with any type of information Different ones can be displayed based on Workflow stage

94 Editing the Schedule in PWA Similar Ribbon menu with same basic options on the Schedule page as Microsoft Project Pro Capable project schedule editing functions with proper permissions Review of Save Publish Check-In

95 Editing Tasks in PWA Same Save, Close, Publish Editing in PWA very similar to MSP. Can directly edit cells as well.

96 Working with the Timeline Adding Tasks to the Timeline Changing the Look of the Timeline Also appears on the Project Site Click on the Timeline in Edit mode to change the look with various formatting You can right-click a task and get a mini menu to Add to the Timeline or select the task and click Add to Timeline in the Ribbon

97 Project Execution - Tracking and Reporting Progress When the project is underway, use tracking tools to capture and understand the status of the project. Preparing to Track Project Progress The Team Member Role in the Task Updating Process The Project Manager Role in Updating Project Progress

98 PWA Settings Allows you to adjust Personal Settings for several options Get to it by clicking the Gear Icon and then selecting PWA Settings

99 Manage Delegations A Delegation allows one user to do work on behalf of another user, such as submitting task updates Click Act as a Delegate to start acting as a particular user

100 Setting Project Deliverables A deliverable is the product of a completed project or an intermediate result within a project, such as the end of a phase. After you publish your project plan, you can add deliverables to it that appear on the Project Site. Manage deliverables in Project Pro or in PWA. Deliverables can become new projects.

101 Track for Success Decide what information will be tracked: % Complete? Hrs Worked? What format will be used for reporting How often will information be reported Enter actual data into the project plan Compare actual progress with Baseline plan Analyze the results: Find problems Keep project on track Publish the Changes

102 Publishing the Baselined Plan The Baseline represents agreed upon dates with key stakeholders at the beginning of a project while the Current plan represents latest best estimates. Publishing a project for the first time creates the Project Site Publishing after resources have been assigned, populates the Tasks Page of all assigned resources of the project (with committed Booking Type) Can Set the Baseline in MS Project or in PWA

103 Setting a Baseline In Project Pro: Project Tab and Set Baseline In PWA: In Edit mode on the Schedule page, Set Baseline

104 Viewing the Baseline Tracking Gantt & Variance Table Shows Baseline Information and Variance data. Also shows critical path tasks and variance in the Gantt chart Let s See

105 Hands On Set Baseline Set a Baseline (Project\Set Baseline) Select the Tracking Gantt view and apply the Variance table \View\Gantt Chart pull down\tracking Gantt \View\Table pull down\variance or Right click upper left corner\select table Select the Planning View to see indicators, etc. Publish to Project Online (File\Publish)

106 The Team Member Role in the Task Updating Process Understanding the My Tasks Page Using the Assignments Detail Page Submitting Task Status to the Project Manager

107 Updating Your Tasks Enter hours per week for the period Select Save to save the update Select Send Status to send updates to the PM Double Click the Task to See Details

108 The Tasks Page Click the Tasks tab to open the menu Ribbon You can also select Tasks to view the tasks page Task assignments will be organized by period and/or by project. You can click a task to drill down to see more details and enter more information You enter status based on the Tracking Method chosen

109 Adjusting the Tasks View Using Views, Filters and Groups Exporting to Excel Use the Data group to choose a View; Select a Filter; or Customize the Grouping Use the Share group to Export your Task grid to Excel or to Print it. Note: These are just the tasks assigned to you and the task list may contain specific named tasks per project, or only one task for a project typically called: <project name> Resource Tracking. You enter time spent within the period for each Task that you worked on.

110 Easily Submit Status After entering your hours worked, you can click Send Status to send the hours of All tasks, or just ones you have selected back to the PM

111 Review: Task Updating Steps 1. Go to the Tasks Page 2. Enter your % Complete or Actual Work hrs. for for each task that needs updating 3. Click Save 4. When completed for the Week, click Submit Status

112 View and Edit Assignment Details Most Assignment updates can occur on the Task Page, but Clicking the Task Name hyperlink shows assignment details for review or editing Can Update: Task Name; Start/Finish; % Complete, etc. View Transaction History of the Assignment View and Contact other Project Team members Analyze Related Assignments Review other tasks that are dependent upon the selected one or those that must be completed before it starts Add or review Task Notes

113 Review Task Details Click on a Task and you can review task details, review history, contacts, related assignments, and add notes.

114 Review Task Details (cont.) You can review issues, risks, and project team members.

115 Hands On Task Updating In PWA Tasks page, review assignments Find a current assignment Update Tasks for the period Save the updated task status Changes Repeat with other assignments Submit the updates to the Project Manager by clicking Send Status \ All Tasks

116 The Project Manager Role in Updating Project Progress Approving\Rejecting Task Updates from the Approval Page or Project Professional Previewing Update Consequences Closing Tasks to Update Project Permissions

117 Using the Approval Center Shows Task updates from Team Members Allows selection of which update to Accept or Reject You can preview the consequences of accepting the updates in your project plan You can set automatic update approval rules

118 Review and Accept Updates in Approval Center Review and apply updates in the Approval Center Click the Name to see more update info Updated info shows in Red Click to see details

119 Select and Preview Select the updates you would like to preview the consequences of them being accepted into your project plan Then click Preview Updates to open another window that shows comparisons to the original plan

120 Check for Updates in MSP Can also check for any updates in Microsoft Project Pro this will take you to the Approval Center

121 Automate Updates with Manage Rules

122 Manage Rules (cont d)

123 Hands On Automatic Update Rule Click On Approvals Click on Manage Rules Create and Save a New Rule to automatically accept updates for all new and future projects & resources

124 Updating Actuals Manually in Project Pro Select Move to reschedule the task Select tasks and a Percent Complete from the Schedule Group Select tasks and use the Mark on Track icon to automatically update all tasks to the status state with Percent Complete and Actuals

125 7. Monitoring Status - Communicating Results Working with the Project Center Creating a Portfolio or Project Timeline Working with the Resource Center Reviewing Business Intelligence Reports

126 Project Center Initiate a new project Use the Project Center to view the portfolio of projects you are managing or have been assigned to. Select a project and click Check in My Projects should you have to force check it in. Use the Data Group to Select a different view, create a custom filter or group. Many Views can be customized. Custom views are managed by the EPM Administrator. Click to view subprojects or clear to just view Master Projects

127 View Project Schedules and Details Click on a specific project in the Project Center to view the project details. Select Project Detail Pages to display different collections of information Timeline View on Schedule page shows chosen tasks View a Project: You can choose custom views and apply specific filters, groups & options to customize the way information is displayed.

128 Print Grid or Export to Excel Select the Options tab to print grid details or Export Grid to Excel. Allows you to print the grid information Select Project Summary Task to display the name of the project at the top level

129 Hands On Project PWA Views Select the Project Center menu Review columns of project information Select a different view from the Dropdown list in the Data group Enable and Disable Show Subprojects to see the list change Click the Project Name to drill down to the task level of the project Review the Views by selecting from the pull down list in the Data group Click the Options tab to Print Grid and review the preview

130 Resource Center Use Data group for view selection and to Group and Filter, After Selection, click to View those Resource Assignments across all projects or click to view Availability and Capacity Select which resources you want to view information

131 Resource Assignments All Projects Select to show Gantt chart or Planned Actual Hrs. per time period Shows Selected Resources and all Projects and tasks they are assigned

132 Selected Resource Availability Choose various view types to show work by Project or by Resource Change date range and units and click apply

133 Hands On Resource Center Go to the Resource Center, find and Select yourself and 1 member of the class Click View Availability Review the differences Try different Views Review the Table area (scroll down) Click and Review Resource Assignments

134 Understanding Views In Project Pro Views control what and how you see project information Tables Filters Groups Format Page Set-up Copy Picture As you move from one view to another the above items are view specific and will change depending on how you have set-up the view. You can create custom views by selecting Views, More Views, New

135 Using Enterprise Custom Views Select View tab to change views or turn on or off the View Bar on the left of the screen. Note: There could be custom views for PM s to review. Views will have custom task fields for easy entry of information Views can be created locally or managed from the Enterprise Global. PM s can not save changes to modified enterprise views.

136 Understanding Tables Select View\Tables to apply different tables. Tables control what columns will be displayed in the text area. To create a new custom table select View, Table, More Tables and select the columns to be displayed under Field Name.

137 Tables Each view displays a different selection of fields / columns Tables are a collection of preset fields for display Microsoft Project comes with numerous preset tables that have been created based on project management principles Project managers can alter the predefined tables or create their own Let s See

138 A View Is There are views specific to the task tables and resource tables There are views that can display assignment information associated with either tasks or resources All views use a predefined set of data and all views have at least one filter that defines or limits the information displayed

139 The Timeline View Select tasks to be included in the Timeline View by right-clicking on the Gantt view Use the Copy Timeline option on the Format tab to send in an or for presentations Click the Timeline View to create callouts and change formatting options on specific objects

140 Hands On Timeline View Select the milestones and add them to the Timeline view Add the 3 Summary Tasks Add the Project Summary and make it a callout Change the colors of the milestones Copy the view to PowerPoint

141 Filtering and Grouping in Views Filters Narrows row information to specific criteria Can be used for highlighting Multiple Criteria Groups Groups like row criteria Used to sub-total by values in a list Expand and Collapse Outline Codes and Groups

142 Using Filters For Enhanced Communication Look for the [No Filter] pulldown and apply predefined filters to quickly zero in on a set of tasks based on some condition such as critical path, date range, resource etc. Create your own custom filters by selecting Project, Filtered for, More Filters Let s See

143 Use Groups to Easily Re-organize Project Information Look for the No Group pulldown and apply predefined groups to quickly re-organize a set of tasks based on some condition such as critical path, milestones, resource etc. To clear a group select Clear Group Create your own custom group by selecting More Groups Let s See

144 Share Your View with Copy Picture Let s See

145 Hands On Views and Tables Click and review some of the default views (from the View bar or from \View\More Views ) Select the Tracking Gantt view and change the table to the Variance table (from \View\Table) Insert the column Status Indicator (right click the column header) Choose to Filter for just tasks assigned to me: \Project\filtered for Using Resource then choose me Try the Copy Picture command (\Task\Clipboard group\copy pull down)

146 Collaborating using Project Sites Understanding Project Sites Accessing the Project Notebook Working with Project Documents Viewing the Project Schedule Managing Project Issues Managing Project Risks Posting to the Newsfeed

147 Project Sites Select the Project in Project Center and then click Project Site Project Specific SharePoint Site Central collaboration area Project Doc Library, Issues, Risks, Notebook, Newsfeed, etc. Customizable by the PM The Project Summary provides a visual timeline for a task list, and information about late and upcoming tasks and events.

148 Document Management Many tools for Document and Library functions Review Documents, Upload New Ones or Review Version History SharePoint supports full document management with version control. You can link documents with Projects or Tasks

149 Working with Risks The Risks page is used to communicate potential risk events Risk management involves proactively identifying and tracking these conditions Can exist in the near or far future. Can have a Probability of occurring between 1 to 99% Risks also include a measurement of impact (from 1 to 5) and Cost You have the option to also fill in a Mitigation Plan, a Contingency Plan, and Trigger Description

150 Working with Issues The Issues page is used to complete an issue form to communicate something that should be attended to You can assign an issue to team members and select a due date for resolution Discussion areas allow communication as well as additional comments You can link the issue to Tasks, other items Set Alerts for changes

151 Linking Issues\Risks to Other Items After the Issue or Risk has been created and saved, you can Click on it and then Add Related Item Then you can select the type of item you want to connect to and that list of items will display for your selection Selecting Project Schedule will open up the list of tasks for you to choose

152 Using the Newsfeed The Newsfeed is a place to post information and reply to other posts, and to get updates about people and content you re following. You can post to the public newsfeed or to newsfeeds on the Project Sites on which you re a member. Others can follow the conversation, reply, or even Like!

153 Hands On Team Sites In PWA Project Center page, select a project to go to the Project Site Click the Project Documents link Upload a document to the Project Site Add an Issue and make someone in the class responsible enter information about the issue and save

154 That s It! Discussion and Questions

155 Using Master Projects Inserting sub-projects into a Master Can save and\or publish to Project Online Allows easy cross-project dependencies Allows viewing tasks across all projects In MSP or PWA Sub-Projects can still be managed separately A Sub-Project can be in only one Master

156 Creating Master Projects Start with a blank project and then insert other projects that have been saved to Project Online Can choose to bring in Read Only or Read\Write Both project now in the Master and you can link between them and view across them Let s See

157 Master Projects in Project Center Project Center NOT showing any subprojects Project Center with Subprojects enabled in the Show/Hide group

158 Master Project Details Click Expand Subprojects in the Outline option to see the details of all tasks in the Master Let s See

159 Filtering Master Project Details To see Dashboard Flag tasks across the Master Project Set a Custom Filter

160 Create New Project Fields with an asterisk * are required Complete Initial Project Information fields and select finish. Your project will be provisioned into the Project Center with the appropriate project detail pages, project site template and Microsoft Project schedule template. Note: once you select finish, the initial set-up, provisioning and save may take a few minutes.

161 Creating a Resource Plan Useful for high level Resource needs on proposals where there might not even be tasks yet. A way to estimate corporate resource capacity when some projects are in full execution and others are still in the proposal or planning phase. You can bring the resource plan team into a project team for task assignments when the project is underway.

162 Build a Resource Plan 1. Click the project in Project Center and then click Resource Plan. 2. Use Build Team to choose the resources Select to show Utilization from the Resource Plan or the Project Plan Save and Publish to allow your plan to be seen. Enter your estimated resource usages in the date range for each resource.

163 Request Resources at Project Level Using Add Engagements - New

164 Use the New Resource Plan View to Submit Engagements for Approval or Review/Edit Resource Plan in Project Pro Desktop Client

165 Resource Requires Approval Option

166 Browser Client Resource Management and Engagements Select the Resources You Manage in Resource Center You can filter and/or group resources for easier selection and viewing. Select the resource you need and click on Resource Requests

167 Review Resource Requests Resource Managers

168 Resource Manager May Accept, Reject, Edit, Add or Delete Engagements Once Accepted State changes from Proposed to Committed

169 Browser - Add Resource Engagements, Complete Form and Select Accept

170 Use the Capacity Planning Heat Map to quickly view Over or Under Allocated Resources

171 Apply Resource Utilization for Graphical View and Analysis

172 Resource Assignments All Projects Select to show Gantt chart or Planned Actual Hrs. per time period Shows Selected Resources and all Projects and tasks they are assigned

173 Hands On Resource Center In browser client click on Resources to get to the resource center Select the resources you want to analyze Review Requests, Capacity Planning, and Assignments Be sure to check out the new Heatmap

174 Project Online Potential Users Executives who must strategically decide which projects to do and want to see realtime, accurate reports (graphically) about the work and project status of their organization Project Manager who want to create tasks/plans and manage their project schedules and communicate status Resource Managers who want to manage resources within a specific function or department across project and non-project activities Team Members who want to understand their task assignments and can collaborate on issues and update status Our Focus

175 Project Online Potential Users Program Managers who want to have a consolidated view of all projects being part of a program, their dependencies, performance and overall status PM Office who want to define and enforce standards and provide better analysis on project / program performance Everyone who wants to collaborate using the information of the enterprise using Project Sites for communication such as issues, risks, and documents, deliverables, etc.

176 SharePoint Concepts SharePoint Foundation and SharePoint Online are the core technologies of the PPM system All pages that you see in PWA are SharePoint pages Project Online, as an application, adds project and resource scheduling engines, task updating, centralized reporting for projects and resources Project Sites are SharePoint sites that typically have connections to specific projects in Project Online New SharePoint Task Lists \ Sync