Reporting%20to%20Management%20Using%20Microsoft%20Project%20and%20EPM

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• Reporting to Management Using Microsoft Project
  and EPM
• Derek Loar, Pcubed

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• Agenda
• Perspectives in Project Information
• Types of Information Views (reports)
• Project Metrics
• Resource Capacities

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Organizational Rollup
Real-time Executive Decision Support
Portfolio Management
Alignment with Business Objectives
Corporate Strategy
Investment, Resource and Prioritization Decisions
EnterpriseResource Management
Integrated Delivery Framework
Programs, Initiatives
Integrated Portfolio of Managed Projects
Collaboration and Project Management
Consistent, Repeatable Project Delivery
Projects
Tools, Technology, Training and Knowledge
Transfer
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Perspectives in Project Information
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The need for Organizational MI
Roles Primary Concern Focus Areas Relevant EPM Metrics - Deliverables
CEO Identify, prioritize and selection of projects that align with bus. objectives Project portfolio save/kill decisions Earned value Reliable speed to market Customer loyalty retention
CFO Optimize the investment portfolio mix of programs, projects resources ROI and payback period Profitability cost reduction Actual vs. planned budget variance
COO Continuous performance improvement the ability to do more with less Cost/benefit analysis Resource utilization availability Internal cost of quality Early Notification of Late Delivery
CIO ITs responsiveness to constant business technology change IT project portfolio mix Utilization of IT project resources User satisfaction within bus. units
HR Optimize people resources, skills career development EPM skills inventory training Project team satisfaction retention Team performance reviews/rewards
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The need for Project Information
Roles Project Issues Performance Metrics
Program Managers ( Sponsors) Project inter-dependencies Resource/skills optimization Process tool integration Stakeholder expectations Project baseline variances Early warning detection Status of serious issues/risks Lessons learned, failure rate
Project Managers Project time, cost people Milestones deliverables Preventing scope creep Stakeholder satisfaction Schedule budget variances Project status reporting Resource utilization Estimated time to completion
Project Teams Daily task assignments Project team collaboration Stakeholder communication Career development Status reporting updates Overdue tasks/deliverables Billable non-billable hours Team evaluation reports
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Types of Information Views (reports)

• Out-of-the-box
• Project Professional Views (Tables, Filters,
  Groupings, and Graphics)
• Project Professional Reports
• Master Projects (for Rollup in MS Project)
• Project Web Access Project and Project Center
  Views
• Project Web Access Portfolio Analyzer Views
• Project Web Access Resource and Availability
  Views
• SharePoint Dashboards with Project Server Web
  Parts

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Types of Information Views (reports)

• Other add-on solutions
• Extended OLAP cube (for Portfolio Analyzer)
• SQL Reporting Services
• Excel Spreadsheets mapped to data
• EPK (Enterprise Project Knowledge)
• ProSight

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Types of Information Views (reports)

• Explore views

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Project Metrics

• Schedule
• Baseline Variances
• Cost
• Baseline Variances
• Budget Variances
• Risk (This metric can be scored per project and
  managed in Windows SharePoint Services)
• Risk level (Impact, Severity, Probability)
• Contributors (Complexity, Vague Requirements,
  Resource Availability, etc.)
• Issues
• Open, Overdue, Closed
• Change
• Multiple Baseline Variances

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Project Metrics

• Schedule Quality
• Tasks without Baseline information
• Over-allocation of Resources
• Incomplete (Remaining) work in the past
• Tasks without Assignment of Resources and/or Work
  Effort
• Physical Complete does not match Percent
  Complete (at 0 or 100)
• Actual Hours exist in the future
• Health
• All of the above can be weighted and combined
  into an overall score

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Example SQL Reporting Services
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Example Master Project Schedule Report
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Example Master Project Schedule Report
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Example Master Project Schedule Report
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Example Master Project Schedule Report
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Resource Capacities

• Explore views

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Final Thoughts

• Defining what metrics and information is
  important and can be obtained can be very complex
  across an organization
• When creating a solution either based on EPM or
  MS Project on the desktop, start with a few key
  metrics and build from there
• Senior Stakeholders need to use the data, whether
  its printed for them or the go online to look
• By nature, if they dont use and manage by it,
  the metrics and reporting will not be maintained