MS Project 2002 vs. 2000

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Infinite Possibilities - Measurable Results
Project 2007 Tips and Tricks Including EPM
Overview/Lessons Learned
Presented By Keith Wilson B.Comm, MBA
Executive/Senior Consultant
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Questions?

• Who is Keith Wilson?
• What is the Project Management Practice Inc.?
• What is the game plan?

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Who is Keith Wilson, B. Comm.,MBA?
Military US Marines US Air force US Navy Canadian Armed Force Police RCMP Illinois State Police Manufacturing Ingersoll Rand Knauf Fiber Glass PrintPack Consulting TBM (Productivity Effectiveness) FranklinCovey Deloitte Design and Construction KDA (Banks and Credit Unions) EY Education Carleton University Ottawa University BCIT PPI on Course Ivy Training Center Entertainment Viacm/MTV Hi Tech Microsoft Symantec Oracle Prologic (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 Paper Fletcher Challenge Canada Argus Health Honeywell AMIs Medidata Landacorp Food and Restaurant Fat Alberts and Ralphs Dannon yogurt Coke-a-Cola Legal With out Prejudice Alternative Dispute Resolution Telecom Verizon Sprint PCS ACS GCI Union Telephone Cisco Nokia Oil and Gas ExxonMobil Alyeska Williams Joint Alaska Pipeline Tesco Transportation Cunard Cruise Lines Boeing Pharmaceutical Pfizer Kenworth Associations Canadian Library Association Canadian Wood Council Indian Desert River Band American Quarter Horse Association Cherokee Nation Ent. Financial Federal Home Loan Bank Raymond James Jefferies and Company WAMU CBOT Government Social Security Administration State- North Carolina, and Alaska Canada Post Federal Government Canadian Dept. of Justice Human Resources Development Canada Environment Canada Canadian Achieves Alberta Learning Alberta Aboriginal Affairs Alberta Environment City Richmond Virginia Galveston County Harris County Automotive General Motors Unit Parts John Deere Volvo American Honda Paccar/Kenworth Retail Tiifany and Company The Bay Macys Circuit City
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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

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Project Management Process
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Agenda
3. Overview of the New Office EPM Solution

1. Whats New in the Microsoft Office Project 2007?

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

4. Lessons Learned Office EPM Solution Deployment
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Reasons Why Projects Fails?
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What makes a project fail? Consider this

• 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 Fail

Can you afford the cost of failed projects?
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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 overrun222 of original estimate
• For every 100 project 94 restarts

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What Make a Project Fail?Just Do It!
Failing to Plan is Planning to Fail
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Success vs. Failure
Bottom Line Success Met Expectations
Failure Unmet Expectations
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Project Management Process
Design
Initiate
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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?
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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

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Typical Project Phases

• Unwarranted enthusiasm
• Uncritical acceptance
• Growing concern
• Unmitigated disaster
• Search for the guilty
• Punish the innocent
• Promote the uninvolved
• Arthur D. Little

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Consequences for the Project Manager
Project Manager
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Remember The ROI

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

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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?
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Planning Steps

• 1. Review Project Scope
• 2. Determine dominating factors
• 3. Define and quantify risks
• 4. Develop the WBS
• Determine phases/activities
• Determine the projects tasks
• Determine the milestones
• 5. Determine the task duration
• 6. Sequence the activities for efficiency and
  logical connections
• 7. Identify the critical path
• 8. List the project's resources

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Planning Steps Continued

• 9. Assign resources to tasks
• 10. Optimize the plan
• 11. Produce reports
• 12. Review the feasibility of the project
• 13. Document assumptions issues
• 14. Obtain approval of the plan
• 15. Freeze the plan

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The Triple Constraint of PM Better, Faster,
Cheaper
Scope (Performance)
Time (Schedule)
Cost (Resources)
Which One is the Least Flexible?
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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?

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Microsoft Project 2007 Demo Getting Started
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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?

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Microsoft Project 2007 Demo Plan
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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?

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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
  Everybodys job.
• Everybody thought Anybody could do it.
• It ended up that Everybody blamed Somebody when
  Nobody did what Anybody could have done.

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Microsoft Project 2007 Demo Communicate
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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?

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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?

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Microsoft Office Project
Demo Track Analyze
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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

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

• LOB
• ERP
• CRM

Front- end
Capabilities
Services
Timesheet
Task Assignment
Scheduling
Capabilities
Reporting
Resource Plans
Event/Notifications
Portfolio Gov
Data Warehouse
Security
Budgeting
Portfolio Selection
Platform
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What are the benefits of the Office EPM Solution?
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
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Microsoft Office Project
Demo EPM Overview
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EPM Informs the Executive
What are the benefits of the Office EPM Solution?

• 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

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EPM Enables the Team
What are the benefits of the Office EPM Solution?

• 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)

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EPM Enhances Project Management
What are the benefits of the Office EPM Solution?

• Accurately assess your projects 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

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What are the benefits of the Office EPM Solution?
Benefits for the Project Management Office

• 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

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What are the benefits of the Office EPM Solution?
Top 10 Benefits of the Microsoft
Office Enterprise Project Management Solution

1. Align resources to strategy
2. Enhance your business intelligence
3. Collaborate and coordinate easily
4. Manage resources effectively
5. Manage the entire project lifecycle

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What are the benefits of the Office EPM Solution?
Top 10 Benefits of the Microsoft
Office Enterprise Project Management Solution

1. Manage the simple and the complex
2. Promote continuous improvement
3. Hire strategically
4. Get more from existing technology investments
5. Drive real return on investment

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Overview of the New Office EPM Solution
What is New?

• Portfolio Management
• Financial Management
• Manage all work
• Resource management
• Reporting
• Enterprise ready
• Built on Microsoft Windows SharePoint Services
• Extensible

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Overview of the New Office EPM Solution
What has been improved?

• 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

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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

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Critical Success Factors
Lessons Learned Office EPM Solution Deployment

• 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

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Keys for Success
Lessons Learned Office EPM Solution Deployment

1. Actively engage the organizations executive
2. Develop a strong business case for the EPM
   Initiative
3. Allocate sufficient up-front time
4. Develop clear and complete business goals,
   requirements, and usage scenarios
5. Involve representatives from all user groups
6. Conduct a multi-staged rollout

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Keys for Success
Lessons Learned Office EPM Solution Deployment

1. Provide continuous communication
2. Test the installed hardware and software
   configuration
3. Prepare the users for the deployment
4. Train users at all levels using customized
   instruction
5. Prepare to monitor the new environment
6. Develop a multidisciplinary team

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Making EPM Real in the Organization
Lessons Learned Office EPM Solution Deployment

• Need to merge business requirements with
  technical capabilities
• Crawl -gt Walk-gt Run

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Expected Results
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 projects 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

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Keith Wilson kwilson_at_pmpractice.comAnnMarie
Handsel 281 683 7075amhandsel_at_pmpractice.com
www.pmpractice.comhttp//www.pmpractice.com/tn
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