ca project & portfolio management and ms project integration: tips, tricks and why's new...

World®’16

CAProject&PortfolioManagementandMSProjectIntegration:Tips,TricksandWhat'sNewforYou

ShannonThoke,Director– TechnicalSales,CATechnologies,Inc.DanGreer– President– Rego Consulting

AMX68E

AGILEMANAGEMENT

2 ©2016CA.ALLRIGHTSRESERVED.@CAWORLD#CAWORLD

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Abstract

JointhissessionforthelatestonMSProjectandCAPPM. ThissessionwillhighlightthelatestMSPconnector.

ShannonThokeCATechnologies,Inc.Director– TechnicalSales

DanGreerRego ConsultingPresident


Agenda

WHAT’SNEWINTHEMSPINTERFACE?

DEFAULTPROJECTSETTINGS

CASESTUDIES&BESTPRACTICES

PERFORMANCE

FIELDMAPPINGS

SCHEDULING

1

2

3

4

5

6


WhywasthereaNewMSPInterfaceBeginningin14.x?

§ MicrosofthasnotsupportedtheOLEframework(whichiswhattheolddriverutilized)inmanyyears.

§ Thenewdriverprovidesthefollowing:– TighterintegrationwithMSP– AbilityforMicrosofttofixreportedbugs(over17bugsreported

andmanyfixedalready)– Betterperformance


What’sNewwiththeMSPInterface?

§ Formasterprojectsthereisnolongeraresourcepool!– Allresourceswillbedisplayedonthemasterresourcesheet.

§ WenolongerwillsavecustomviewsintheMPPfile.– RecommendusingGlobalViews

§ Save-Asnolongersupportsoverwritinganexistingproject.Save-AsstillworkstocreateaNEWprojectwithsupportforprojectIDauto-numbering

§ WedonotautomaticallymapPendingETC,PendingActuals,orchargecodetoMSP


WhatElseisNewwiththeMSPInterface?

§ Lesstaskconstraints

§ TheprogressdialogcannowbeseeninMSPandnotasapopup

§ Improvedlogging,troubleshooting,andbenchmarking

§ Mappingsupportoflookups(static)– bothOOBandcustom.Multi-valuedandDynamiclookupsarenotsupported.


ProjectDefaultSettings

§ SettingyourprojectdefaultsforeachMSPuserwillreduceschedulinginconsistenciesacrossyouruserbase.ThisisacriticalstepinnormalizingyourMSPtobereadyforintegrationwithPPM

§ Whenyouaresettingorcheckingyourprojectdefaultmakesureyouhaveallprojectsclosed(includingproject1)


MandatoryDefaultSettings


CAPPMisthePrimaryOwneroftheFollowingDataElements§ ProjectPlans

§ Resourceswhoworkontheseprojects

§ Theratematrixusedtogeneratetheprojectbudgetandcosts

§ ResourceCalendars

§ AttributeDefaults(suchasOpenforTimeEntry,LoadingPattern,etc).


PerformanceTipsandTricks

§ Opentheprojectin.xmlandnotethetime.ThisishowlongMicrosofttakestoopentheproject!

§ Youcanhaveadeepproject(withmanytasks),oryoucanhaveawideproject(withtaskswithalongerduration).ButstayawayfromaDeepandWideproject!

§ Ingeneralthelongerthetaskduration,thelongeritwilltaketoexporttheproject.Keepthesetypeoftasksataminimum

§ Revieweachtaskandsetrealisticstartandfinishdates.


PerformanceTipsandTricks(Continued)

§ Removeanyunnecessaryassignments.

§ Donotusebuckettasks(assignallteammemberstoasingletask)

§ OnlyexportthecurrentbaselinetoMSP,asthebaselineisasnapshotoftheprojectplan.

§ UseUniformLoadingPattern


TheProjectObject

§ Thereare2mainareaswherePPMProjectInformationisstoredinMicrosoftProject– TheProjectProperties

§ File>Info>ProjectInformation>Advanced>Properties>SummaryTab– TheProjectSummarytask(Task0)

§ File>Options>Advanced– Selectthe“ProjectSummaryTask”checkbox


TheTaskObject

§ TheGanttisthebestviewtoreviewyourtaskinformation.Thefollowingisalistofnon-standardmappedfields:

PPMField MSPField

Key Task Flag1

TaskID Text1

*PPMReserved Text 3

*Text3isareservedfieldwhichcontainstheuniqueID,trackmode,openfortimeentryandotherimportantPPMinformation.Thisfieldshouldnotbeedited.


TheResourceandTeamObjects

§ Theresourcesheetviewgivesyouthebestviewtoreviewyourresourceinformation.Thefollowingisalistofnon-standardmappedfields:PPMField MSPField

ResourceID Initials

Category Group

Resource Type Type(work,material, cost)

Rate (fromratematrix) Std Rate

IsRole Generic

Max% Team AllocationonToday’sDate

* Text3



TheAssignmentObject

§ TheMSPtaskusageViewisthebestviewtofindAssignmentinformation.

PPMField MSPField

ETC Remaining Work

TotalEffort Work(actuals+ETC)

LoadingPattern Work Contour

Max%Load Units

* Text 3



FieldMapping

§ ThereisanewpageinCAPPMthatwillallowadminstocreatetheirownfieldmappingstoMSP.CustomerswillnolongerneedtohavetheirDBAdothiswork!

§ TheMSPFieldMappingpagecanbefoundintheProjectManagementsectionintheAdmintool.


FieldMapping

UsingtheMSPFieldmappingpage,customerswillbeabletomapattributesfromthefollowingobjects:

§ Object

§ Resource

§ Team

§ Task

§ Assignment

§ MSPview

§ ResourceSheet

§ ResourceSheet

§ Gantt

§ Resourceusageview(NOTtaskusage)


FieldMapping

Youcanmapbothexistingfieldsandcustomfields!

PPMDataType

§ Date

§ Number

§ Boolean

§ String

§ StaticLookups!

MSPField

§ Date1– Date10

§ Number1– 20

§ Flag1– Flag20

§ Text1– Text30

§ Text1– Text30


FieldMapping

Fieldmappingsareeveneasierbeginningin14.4.Allmappedlookupswillhaveadropdownpicklist!


ProjectScheduling

§ MSPisaschedulingtool.ItsjobistoscheduletheprojectEVERY timetheprojectisopenedfromPPM.

§ Factorsthatwillaffecttheprojectscheduleinclude:– Timesheetposting– Assignmentchanges,suchasmodifyingremainingwork(ETC),adding

teammemberstotasks,andchangestoallocation– ResourceCalendarchanges– AssignmentLoadingpattern


LoadingPatterns

§ LoadingPatternsdeterminehowtodistributetheremainingwork(ETC)ontheassignment

§ UniformLoadingPatternisrecommendedforthemostconsistentandpredictableworkdistribution

§ TheassignmentWorkContourfieldinMSPmapstotheLoadingPatternfieldinPPM


TaskTypes

§ Wesupportthe3MSPtasktypes,FixedWork,FixedUnitandFixedDuration.Fixedunitsisthemorereliable(predictable)tasktype.

§ YoucansetatasktobefixeddurationinClarity.Addthe“FixedDuration”fieldtothetaskproperties.

§ Youmustset“FixedWork”tasktypesinMSP.


LoadingPatterns(Continued)

§ WhenopeningfromPPM:– Fixed(PPM)becomesContour(MSP)– Uniform(PPM)becomesFlat(MSP)– Front(PPM)becomesFront(MSP)– Back(PPM)willbecomesback(MSP)– Contour(PPM)willmaptoContour(MSP)

§ Note:FixedloadingpatternusesETCina“useitorloseit”method.AnyETCnotusedthatweekafterpostingwillnotberedistributed,butremoved.


TeamAllocations

§ TheTeammember’sallocationwillcalculatetheresource’sETContheirassignment.Forexample,iftheresource’scalendaris8hoursperday,andtheyareallocated100%toaproject,theywillbescheduled8hoursperdaybydefaultwhentheyareaddedasanassignmenttoatask.

§ Iftheyareallocated50%totheproject,theywillbescheduledat50%oftheiravailability,sointhiscase,itwillbe4hoursperday.


TeamAllocation(Continued)

§ PPMalsoallowsyoutocreateallocationsegmentsforaresource,whichmeansyoucanallocateateammemberfor100%foramonth,andthenextmonth50%.Whenyouassigntheresourcetoatask,theETCwillbe8hoursperdayforthefirstmonth,thendecreasedbasedupontheallocationsegmentat4hoursperday

§ NOTE:Allocationsegmentsarerecommendedonlywhenresource&projectmanagersarecomfortableunderstandingandsettingthedefaultallocation.


TeamAllocation(Continued)SettinganallocationforateammemberinPPM:


NOTE:ThedefaultallocationinPPMdoesnotmapdowntotheMax%fieldonthe

resourcesheetinMSP.Thenumbershownisalwaysbasedupontoday’sdate.

Forexampleiftodayis12/14/2015

Showsas25%inMSP.



AssignmentUnits

§ TheAssignmentUnitsfieldinMSP,showsthepercentagethatrepresentstheassignedresources'allocationtoatask.

§ Forexample,inMSPifyouhavetheMax%setto100%(8hoursperday),whenyouchangetheunitsonanassignmentto25%,theRemainingWorkdistributionwillbe2hoursperdayontheassignment.

§ Bydefault,whenaresourceisassignedtoatask,theunitswillreflectwhattheMax%isshownontheresourcesheet.


Max%Load

InPPM,insteadofassignmentunits,wehaveaassignmentfieldcalledMax%Load.Thisfieldcanbeaddedtotheassignmentsectionofthetaskpropertiespage.ItessentiallyworksastheassignmentunitinMSPdoes.

Withmesofar?Nowit’stimetothrowawrenchintheworks!


Allocations,Units,Max%Continued

§ Tomakethingsveryinteresting,wehaveanewoptionintheProjectManagementsettingsintheadmintool.

§ Whenthisischecked,PPM’sMax%LoadwillmaptoMSP’sAssignmentunitsfield.

§ Whenthisisunchecked,theMSPAssignmentUnitsfieldwillbebasedupontheTeammember’sdefaultallocation.

§ Besuretounderstandhowbothsettingsworkbeforerecommendingtoacustomer.– WiththeLegacyinterface,thissettingonlyappliestoassignmentswith

uniformloadingpattern.


Work=UnitsxDuration


FixedDurationTaskTypes

§ Iftheassignmenthasremainingwork,yetthetaskfinishdateisreached,thefinishdatewillmovetoaccommodatetheremainingwork.

§ WARNING:Evenwithfixeddurationtasktypes,Microsoftwillwanttotrytoresolveoverallocations onfixeddurationtasktypes,andifyourassignmentisoverallocated,Microsoftwillincreasethedurationofafixeddurationtasktypewithawarning.


ImpactofTimesheetPosting

§ WhenyouopenyourprojectinMSP,itwillbescheduled.Actualhourspostedagainstatimesheetwillcausetaskdatestoshift,whichwillaffecttheoverallprojectplan.

§ ThiscanbechallengingfornewuserstoPPMwhohaveusedMSPinthepastandareusedtoinstantfeedbacktoupdatingactualsinMSPmanually.


ImpactofTimesheetPosting(Continued)


MarkingaTask100%Complete

§ ItisimportanttoknowthecorrectwayinMSPtomarkatask100%.

§ Ifyoumarkthetaskcomplete,MSPmayaddactualhourstoyourtaskautomatically!TheseactualhourswillbediscardeduponsavetoPPMbecausePPMwillonlyallowactualstobeenteredfromtimesheets.


WhattoDoifYouSeeanUnanticipatedSchedulingChange

§ WhenyouencounteraschedulingchangewhenyouexportaplantoMSP,trytorecreatetheissueinMSPstandalonefromscratchbeforereportingtheissuetoPPMSupport.

§ WhenyoudoreportaschedulinganomalytoPPMSupport,pleasesendinscreenshotsoftheplaninPPM,stepstoreproducetheproblem,the.mppfile,andwhatyouexpecttosee.ThisinformationwillallowPPMSupporttobeabletodiagnoseandresolvetheissuefaster.


CaseStudies&BestPractices


CaseStudy#1• ProjectManagersresponsiblefortask

classification,buttheydidnotfullyunderstandtheimpact

• Poordataqualityoncapital/expenseclassification ontasks

• Missedopportunityforcapitalization

• Createdstandardtemplateswithminimumphasesandtasks

• Createdaprocesstoautomatethepopulationofcosttypeondetailedtasks

• Heldone-daytrainingforProjectManagers

• ProjectManagersimprovedadoptionandunderstanding(tookacouplemonths)

• Laborcapitalizationmoreaccurate• Time-trackingimprovedandsenior

leadersbegantousethetimesheetdataformorepredictiveplanning

• Alittlebitofautomationgoesalongwayinperception

• Trainprojectmanagersonthe“why”aswellasthe“what”– theyneedtounderstand

• Increased dataquality=higherleadershipbuyin

DRIVER

SLESSO

NSOUT

COMES

APPROACH


CaseStudy#2• Businessunitwasmoving from

MicrosoftEPMintoanenterpriseCAPPMinstance

• AcriticalsuccessfactorwastoallowProjectManagerstocontinueusingMSPforscheduling

• TrainedacoregrouponhowtomigratetheplansfromEPM

• Migratedallplans1weekprior

• HeldOne-daytrainingforProjectManagers

• Includedhigh-touchsupportforProjectManagersforfollowingmonth

• Migrationwassuccessfulwithstrongsupportandadoptionfromprojectmanagers

• Veryfew issueswithplansbeingmigrated,resultinginnoworkdisruption

• MicrosoftEPMconnectionandtheMSPConnectordon’tplaywellwitheachother

• Leaveplentyoftimetotestandconfirmthemigrationapproach

• High-touchsupportwascriticalforhighschedulingmaturitymanagers

DRIVER

SLESSO

NSOUT

COMES

APPROACH


CaseStudy#3• Complex scheduleswithenforced

detailsforfinancialcontrols,timetracking,andhealth– leadingtopooradoption

• Wantedtofindawaytoincreaseadoptionwithout givingupsomeofthecomplexity

• Providedafewoptionswithprosandconsforscheduling

• Conducted“conferenceroompilot”withinternalteamwithafewoptions

• Conductedpilotwithafewuserswithchosenoption

• Implementeda“compromise”schedulewithsomecomplexandothersimpleelements

• Increasedadoptionandacceptancebyprojectmanagers

• Aprojectschedulewillnotsolvenon-schedule-relatedissues

• ProjectManagersmusthavetheabilitytocontroltheirschedule– ifnot,theywillcontinuetouseMSPoffline

• Sometimesitsbesttousea “trybeforeyoucommit”approach

DRIVER

SLESSO

NSOUT

COMES

APPROACH


BestPractices

§ Automationcanimprovedataqualityandincreaseleadershipbuy-in

§ WhenProjectManagersunderstandthecompletepicture—the“why”,notjustthe“what”—theyaremorelikelytoadopt

§ Trainingandhigh-touchsupportshouldbeplannedtogetusersoverthelearningcurve

§ ProjectManagersmusthavetheabilitytocontroltheirschedule–adoptiondependsonschedulesbeingusedmainlyforscheduling

§ Investinmigrationplanning– testand“trybeforeyoucommit”


RecommendedSessions

SESSION# TITLE DATE/TIME

AMT02S CAPPMVision&Roadmap 11/16/2016at12:45pm

AMT03S Sevenelementsforstrategicportfoliomanagementsuccess:HowandwhyAgileplaysakeyroleininvestmentstrategiesandportfoliomanagement.

11/17/2016at12:45pm

AMT07S Pleasingcustomerswithportfoliomanagementthatisbothstrategicandagile 11/17/2016at4:30pm


MustSeeDemos

ManagementInsights

CAPPMTheater#6– AgileManagement

ConnectStrategytoExecutionCAPPM&AgileCentralTheater#6–AgileManagement

AdaptiveProjectManagerCAPPMTheater#6– AgileManagement

AlignStrategy&Portfolios

CAPPMTheater#6– AgileManagement


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