Project 2007Tips and Tricks Including EPM

Overview/Lessons Learned

Project 2007Tips and Tricks Including EPM

Overview/Lessons LearnedPresented By:

Keith Wilson B.Comm, MBA Executive/Senior Consultant

Infinite Possibilities - Measurable Results

Questions?

Who is Keith Wilson? What is the Project Management

Practice Inc.? What is the game plan?

Military US MarinesUS Air forceUS NavyCanadian Armed ForcePoliceRCMPIllinois State PoliceManufacturingIngersoll RandKnauf Fiber GlassPrintPackConsultingTBM (Productivity Effectiveness)FranklinCoveyDeloitteDesign and ConstructionKDA (Banks and Credit Unions)E&YEducationCarleton UniversityOttawa UniversityBCITPPI on CourseIvy Training CenterEntertainmentViacm/MTV

Hi TechMicrosoftSymantecOraclePrologic (Banking Software)Image Power(Image compression)Newlix (Linux Software)Softwex Technologies (Multimedia software)Whetstone Technologies (Image software)Relay(Gaming Software)Clever Devices(Transportation SW)Pulp and PaperFletcher Challenge Canada Argus HealthHoneywellAMIsMedidataLandacorpFood and RestaurantFat Alberts and Ralph’sDannon yogurtCoke-a-ColaLegalWith out PrejudiceAlternative Dispute Resolution

TelecomVerizonSprint PCSACSGCIUnion TelephoneCiscoNokiaOil and GasExxonMobilAlyeskaWilliamsJoint Alaska PipelineTescoTransportationCunard Cruise LinesBoeingPharmaceuticalPfizerKenworthAssociationsCanadian Library AssociationCanadian Wood CouncilIndian Desert River BandAmerican Quarter Horse AssociationCherokee Nation Ent.FinancialFederal Home Loan BankRaymond JamesJefferies and CompanyWAMUCBOT

GovernmentSocial Security AdministrationState- North Carolina, and AlaskaCanada PostFederal GovernmentCanadian Dept. of JusticeHuman Resources Development CanadaEnvironment CanadaCanadian AchievesAlberta LearningAlberta Aboriginal AffairsAlberta EnvironmentCity –Richmond VirginiaGalveston CountyHarris CountyAutomotiveGeneral MotorsUnit PartsJohn DeereVolvoAmerican HondaPaccar/KenworthRetailTiifany and CompanyThe BayMacysCircuit City

Who is Keith Wilson, B. Comm.,MBA?

What is the Project Management Practice Inc. (PMPi)?

The Project Management Practice Inc. (PMPi) “Infinite Possibilities-Measurable Results”

California Corporation formed in 2001

FranklinCovey Alliance Partner,

Microsoft Certified Partner and Premier Microsoft Project training partner

Executive/Owners include: Keith Wilson, Robert Happy, Sean Creaghan, James Bulmer, David Blair

20+ Associates in North America

Project Management Process

Initiate Design Execute Assess

Agenda

2. What’s New in the Microsoft Office Project 2007?

3. Overview of the New Office EPM Solution

4. Lessons Learned: Office EPM Solution Deployment

1. Introduction- Why Projects Fail- Project Fit in the PM Process?

Reasons Why Projects Fails?

KPMG study of 300 large companies 65% reported projects:

Grossly over budget Far behind in schedule Technology not performing

Over 50% of executives believed this to be “normal”

Failing to Plan is Planning to FailCan you afford the cost of failed projects?Can you afford the cost of failed projects?

What makes a project fail? Consider this…

Standish Group International's recent survey of 175,000 IT projects reports:

88% of projects run over schedule, over budget or both

Average cost overrun: 89% of original estimate

Average time overrun:222% of original estimate

For every 100 project 94 restarts

What makes a project fail? Consider this…

What Make a Project Fail?Just Do It!

Failing to Plan is Planning to Fail

Success vs. Failure

Bottom Line:

Success = Met Expectations

Failure = Unmet Expectations

Project Management Process

Initiate Design Execute Assess

Planning Objectives

Where do you start?

How do you identify and schedule parts of the plan?

How do you identify and allocate the required resources?

Typical Complaints About Planning:

I Do Not Have Time to Plan You Know Management Wants

Results Not Plans I Do Not Know Where to Begin I Know the Theory, But Around Here

I Never Get A Chance to Exercise it

“Typical” Project Phases

1. Unwarranted enthusiasm2. Uncritical acceptance3. Growing concern4. Unmitigated disaster5. Search for the guilty6. Punish the innocent7. Promote the uninvolved

Arthur D. Little

1. Unwarranted enthusiasm2. Uncritical acceptance3. Growing concern4. Unmitigated disaster5. Search for the guilty6. Punish the innocent7. Promote the uninvolved

Arthur D. Little

Consequences for the Project Manager

Project Manag

er

Remember The ROI

For every moment you spend planning, you will save five moments during implementation

Crawford Gernwald

Planning Objectives

Where do you start?

How do you identify and schedule parts of the plan?

How do you identify and allocate the required resources?

Planning Steps

1. Review Project Scope2. Determine dominating factors3. Define and quantify risks4. Develop the WBS

Determine phases/activitiesDetermine the project’s tasksDetermine the milestones

5. Determine the task duration6. Sequence the activities for efficiency and logical

connections7. Identify the critical path8. List the project's resources

Planning Steps Continued

9. Assign resources to tasks10. Optimize the plan11. Produce reports12. Review the feasibility of the project13. Document assumptions & issues14. Obtain approval of the plan15. Freeze the plan

Scope(Performance)

Time(Schedule)

Cost(Resources)

Which One is the Least Flexible?

The Triple Constraint of PM Better, Faster, Cheaper

Getting Started –Get productive quickly

NEW How do I use change work time? NEW How can I save time and ensure

consistency across multiple projects?

Microsoft Project 2007 DemoGetting Started

PLAN: Effectively Manage & Understand Schedules

How do I leverage existing task lists from Microsoft Office Excel and Microsoft Office Outlook

NEW How can I determine the factors that are affecting task dates and easily trace the source of issues?

NEW How can I easily see the impacts of a change?

Microsoft Project 2007 DemoPlan

COMMUNICATE: Build professionalcharts and diagrams

NEW How do I experiment with what-if scenarios? NEW How do I highlight cells to convey a different

meaning? NEW How do I analyze and report project data in

professional reports and charts?

Everybody

There were once four people named Everybody, Somebody, Anybody and Nobody.

There was an important task/job to be done, and Everybody was sure Somebody would do it.

Anybody could have done it, but Nobody did it. Somebody got angry about that, because it was

Everybody’s job. Everybody thought Anybody could do it. It ended up that Everybody blamed Somebody

when Nobody did what Anybody could have done.

Microsoft Project 2007 DemoCommunicate

TRACK & ANALYZE: Effectively Track& Analyze Projects to Meet Goals

How do I update tasks? How do I create or use baseline data How do I track projects according to

specific needs? How do I easily identify the difference

between versions of projects?

TRACK & ANALYZE: Effectively Track & Analyze Projects

How do I create or use baseline data? How do I track projects according to

specific needs? How do I easily identify the difference

between versions of projects?

Demo

Track & Analyze

Microsoft Office Project

What is the Office EPM Solution?

A true solution stack… …enables customer organizations to

manage all types of work to optimize schedules, resources and budgets for better strategic decisions and tactical operations

More than just project schedules… …the entire project lifecycle from strategic

decisions to operational control

What is the Office EPM Solution?Integrated EPM Solution = Pull-through

Timesheet

ReportingResource Plans

Data Warehouse Security

Event/Notifications

Task AssignmentScheduling

Budgeting

Capabilities

Portfolio Selection

Portfolio Gov

LOB:•ERP•CRM

Platform

Front-end

Services

Capabilities

Enterprise Project Management Improves the Enterprise

More than 94% of the surveyed respondents stated that implementing project management added value to their organizations

Organizations of all sizes in all industries reported vast improvement with project management

Center for Business Practices: The Value of Project Management, Project Management Solutions, 2002

25%

15%

15%

20%

Return onInvestment

Productivity

Time to Market

Project/ProcessPerformance

What are the benefits of the Office EPM Solution?

Demo EPM Overview

Microsoft Office Project

EPM Informs the Executive

Capture, align, select and prioritize all projects, programs and all work initiatives with enterprise objectives

Gain better visibility of all of the work taking place in your organization

Manage your portfolio of project and program investments

Anticipate project problem areas and make changes accordingly

Deeper insight into resource allocation for better alignment with strategic priorities

What are the benefits of the Office EPM Solution?

EPM Enables the Team

Enhance information-sharing and coordination among project teams for better participation, progress reporting, and collaboration

Work more effectively with your team members through Microsoft Office SharePoint (workspaces & Microsoft Office Project Web Access web services)

What are the benefits of the Office EPM Solution?

EPM Enhances Project Management

Accurately assess your project’s needs to effectively deploy resources today and create Resource Plans

Build the right plans through a rich set of tools to meet your organizational goals

Drive accountability with your team through effective collaboration

What are the benefits of the Office EPM Solution?

Improve the PMO value proposition through deeper project analysis, standards definition, and better portfolio reporting

Improve analysis of all project and program data using Project Center, Data Analysis and Enterprise Reports

Accelerate definition and management of best practices through the Project Guide

Use enterprise templates to easily create standard project plans for consistency and time savings

Benefits for the Project Management Office

What are the benefits of the Office EPM Solution?

1. Align resources to strategy2. Enhance your business intelligence3. Collaborate and coordinate easily4. Manage resources effectively5. Manage the entire project lifecycle

Top 10 Benefits of the Microsoft OfficeEnterprise Project Management Solution

What are the benefits of the Office EPM Solution?

6. Manage the simple and the complex7. Promote continuous improvement8. Hire strategically9. Get more from existing technology

investments10. Drive real return on investment

Top 10 Benefits of the Microsoft OfficeEnterprise Project Management Solution

What are the benefits of the Office EPM Solution?

Portfolio Management Financial Management Manage all work:

Resource management Reporting Enterprise ready Built on Microsoft Windows SharePoint

Services Extensible

Overview of the New Office EPM Solution

What is New?

Timesheets include fiscal periods, reporting against summary tasks & projects, better tracking of non-project time, separate progress vs. time spent, and much more

More out-of-the-box templates Robust top down portfolio management and tracking Expanded Project Workspaces for collaboration Better Microsoft Office Outlook integration Expanded Timesheets functionality separate from task

updates Integration of SQL Reporting Services for real-time

Enterprise Reports

Overview of the New Office EPM Solution

What has been improved?

An EPM Initiative…

Lessons Learned: Office EPM Solution Deployment

Is a complex endeavor Is necessary to have a

structured approach to all planning, building, and deployment activities

Training Customization Streamlined tool and process working together Senior Management support Project Management Office staffed Project Administrator and a Process Champion to

maintain, support, and police the Project Management processes and tools

Critical Success Factors

Lessons Learned: Office EPM Solution Deployment

1. Actively engage the organization’s executive 2. Develop a strong business case for the EPM

Initiative3. Allocate sufficient up-front time 4. Develop clear and complete business goals,

requirements, and usage scenarios5. Involve representatives from all user groups6. Conduct a multi-staged rollout

Keys for Success

Lessons Learned: Office EPM Solution Deployment

7. Provide continuous communication8. Test the installed hardware and software

configuration9. Prepare the users for the deployment10. Train users at all levels – using customized

instruction11. Prepare to monitor the new environment 12. Develop a multidisciplinary team

Keys for Success

Lessons Learned: Office EPM Solution Deployment

Need to merge business requirements with technical capabilities

Crawl -> Walk-> Run

Define Define RequirementsRequirementsDefine Define RequirementsRequirements

Phases of Deployment:Phases of Deployment:Phases of Deployment:Phases of Deployment:

DefineDefineSystemSystemDefineDefineSystemSystem

PrototypePrototypeSystemSystemPrototypePrototypeSystemSystem

PilotPilotSystemSystemPilotPilotSystemSystem

Phased Phased Rollout of Rollout of SystemSystem

Phased Phased Rollout of Rollout of SystemSystem

Making EPM Real in the Organization

Lessons Learned: Office EPM Solution Deployment

1. PM process consistent across multiple departments (Visualize,

Plan, Implement, Close) with buy-in

2. Clear (SMART)- understanding of project deliverables

3. Optimal use of resources and buy-in by team

4. Greater control over project’s progress

5. Focusing on the right project at the right time

6. Earlier recognition of potential problems

7. Establish/maintain effective and efficient project communications

8. Better post-evaluation access to historical project documentation

Expected Results

Lessons Learned: Office EPM Solution Deployment

Keith Wilson kwilson@pmpractice.com

AnnMarie Handsel – 281 683 7075amhandsel@pmpractice.com

www.pmpractice.com

http://www.pmpractice.com/tnt_form.htmFor a Free Copy of

Project Management PowerPoint PresentationsWhit Papers and

Microsoft Project Templates