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

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

Who is Keith Wilson, B. Comm. , MBA? Military US Marines US Air force 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 Print. Pack Consulting TBM (Productivity Effectiveness) Franklin. Covey Deloitte Design and Construction KDA (Banks and Credit Unions) E&Y 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 Ralph’s 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 Exxon. Mobil 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

What is the Project Management Practice Inc. (PMPi)? The Project Management Practice Inc. (PMPi) What is the Project Management Practice Inc. (PMPi)? The Project Management Practice Inc. (PMPi) “Infinite Possibilities-Measurable Results” California Corporation formed in 2001 Franklin. Covey 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 Project Management Process Initiate Design Execute Assess

Agenda 2. What’s New in the Microsoft Office Project 2007? 1. Introduction. Why Projects Agenda 2. What’s New in the Microsoft Office Project 2007? 1. Introduction. Why Projects Fail- Project Fit in the PM Process? 3. Overview of the New Office EPM Solution 4. Lessons Learned: Office EPM Solution Deployment

Reasons Why Projects Fails? Reasons Why Projects Fails?

What makes a project fail? Consider this… n KPMG study of 300 large companies What makes a project fail? Consider this… n KPMG study of 300 large companies n n 65% reported projects: n Grossly over budget n Far behind in schedule n Technology not performing Over 50% of executives believed this to be “normal” n Failing to Plan is Planning to Fail Can you afford the cost of failed projects?

What makes a project fail? Consider this… Standish Group International's recent survey of 175, What makes a project fail? Consider this… Standish Group International's recent survey of 175, 000 IT projects reports: n n 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 Make a Project Fail? Just Do It! Failing to Plan is Planning to 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 Success vs. Failure Bottom Line: Success = Met Expectations Failure = Unmet Expectations

Project Management Process Initiate Design Execute Assess Project Management Process Initiate Design Execute Assess

Planning Objectives Where do you start? How do you identify and schedule parts of 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: n n I Do Not Have Time to Plan You Typical Complaints About Planning: n n 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. 2. 3. 4. 5. 6. 7. Unwarranted enthusiasm Uncritical acceptance “Typical” Project Phases 1. 2. 3. 4. 5. 6. 7. Unwarranted enthusiasm Uncritical acceptance Growing concern Unmitigated disaster Search for the guilty Punish the innocent Promote the uninvolved Arthur D. Little

Consequences for the Project Manager Consequences for the Project Manager

Remember The ROI n For every moment you spend planning, you will save five Remember The ROI n 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 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. 2. 3. 4. Review Project Scope Determine dominating factors Define and Planning Steps 1. 2. 3. 4. Review Project Scope Determine dominating factors Define and quantify risks Develop the WBS Determine phases/activities Determine the project’s tasks Determine the milestones 5. 6. 7. 8. Determine the task duration Sequence the activities for efficiency and logical connections Identify the critical path List the project's resources

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

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

Getting Started – Get productive quickly n n NEW How do I use change Getting Started – Get productive quickly n n NEW How do I use change work time? NEW How can I save time and ensure consistency across multiple projects?

Microsoft Project 2007 Demo Getting Started Microsoft Project 2007 Demo Getting Started

PLAN: Effectively Manage & Understand Schedules n n n How do I leverage existing PLAN: Effectively Manage & Understand Schedules n n n 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 Demo Plan Microsoft Project 2007 Demo Plan

COMMUNICATE: Build professional charts and diagrams n n n NEW How do I experiment COMMUNICATE: Build professional charts and diagrams n n n 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 n n n There were once four people named Everybody, Somebody, Anybody and Everybody n n n 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 Demo Communicate Microsoft Project 2007 Demo Communicate

TRACK & ANALYZE: Effectively Track& Analyze Projects to Meet Goals n n How do TRACK & ANALYZE: Effectively Track& Analyze Projects to Meet Goals n n 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 n n n How do I TRACK & ANALYZE: Effectively Track & Analyze Projects n n n 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?

Microsoft Office Project Demo Track & Analyze Microsoft Office Project Demo Track & Analyze

What is the Office EPM Solution? n A true solution stack… n n …enables What is the Office EPM Solution? n A true solution stack… n n …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… n …the entire project lifecycle from strategic decisions to operational control

What is the Office EPM Solution? Integrated EPM Solution = Pull-through LOB: • ERP What is the Office EPM Solution? Integrated EPM Solution = Pull-through LOB: • ERP • CRM Frontend Capabilities Services Task Assignment Timesheet Capabilities Resource Plans Event/Notifications Reporting Portfolio Gov Data Warehouse Platform Scheduling Budgeting Security Portfolio Selection

What are the benefits of the Office EPM Solution? Enterprise Project Management Improves the What are the benefits of the Office EPM Solution? Enterprise Project Management Improves the Enterprise n n 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

Microsoft Office Project Demo EPM Overview Microsoft Office Project Demo EPM Overview

What are the benefits of the Office EPM Solution? EPM Informs the Executive n What are the benefits of the Office EPM Solution? EPM Informs the Executive n n n 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 n What are the benefits of the Office EPM Solution? EPM Enables the Team n n 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 Share. Point (workspaces & Microsoft Office Project Web Access web services)

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

What are the benefits of the Office EPM Solution? Top 10 Benefits of the What are the benefits of the Office EPM Solution? Top 10 Benefits of the Microsoft Office Enterprise Project Management Solution 1. 2. 3. 4. 5. Align resources to strategy Enhance your business intelligence Collaborate and coordinate easily Manage resources effectively Manage the entire project lifecycle

What are the benefits of the Office EPM Solution? Top 10 Benefits of the What are the benefits of the Office EPM Solution? Top 10 Benefits of the Microsoft Office Enterprise Project Management Solution 6. 7. 8. 9. 10. Manage the simple and the complex Promote continuous improvement Hire strategically Get more from existing technology investments Drive real return on investment

Overview of the New Office EPM Solution What is New? n n n Portfolio Overview of the New Office EPM Solution What is New? n n n Portfolio Management Financial Management Manage all work: n n n Resource management Reporting Enterprise ready Built on Microsoft Windows Share. Point Services Extensible

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

Lessons Learned: Office EPM Solution Deployment An EPM Initiative… n n Is a complex Lessons Learned: Office EPM Solution Deployment An EPM Initiative… n n Is a complex endeavor Is necessary to have a structured approach to all planning, building, and deployment activities

Lessons Learned: Office EPM Solution Deployment Critical Success Factors n n n Training Customization Lessons Learned: Office EPM Solution Deployment Critical Success Factors n n n 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

Lessons Learned: Office EPM Solution Deployment Keys for Success 1. 2. 3. 4. 5. Lessons Learned: Office EPM Solution Deployment Keys for Success 1. 2. 3. 4. 5. 6. Actively engage the organization’s executive Develop a strong business case for the EPM Initiative Allocate sufficient up-front time Develop clear and complete business goals, requirements, and usage scenarios Involve representatives from all user groups Conduct a multi-staged rollout

Lessons Learned: Office EPM Solution Deployment Keys for Success 7. 8. 9. 10. 11. Lessons Learned: Office EPM Solution Deployment Keys for Success 7. 8. 9. 10. 11. 12. Provide continuous communication Test the installed hardware and software configuration Prepare the users for the deployment Train users at all levels – using customized instruction Prepare to monitor the new environment Develop a multidisciplinary team

Lessons Learned: Office EPM Solution Deployment Making EPM Real in the Organization n Need Lessons Learned: Office EPM Solution Deployment Making EPM Real in the Organization n Need to merge business requirements with technical capabilities Crawl -> Walk-> Run Phases of Deployment: Define Requirements Define System Prototype System Pilot System Phased Rollout of System

Lessons Learned: Office EPM Solution Deployment Expected Results 1. PM process consistent across multiple Lessons Learned: Office EPM Solution Deployment Expected Results 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

Keith Wilson kwilson@pmpractice. com Ann. Marie Handsel – 281 683 7075 amhandsel@pmpractice. com www. Keith Wilson [email protected] com Ann. Marie Handsel – 281 683 7075 [email protected] com www. pmpractice. com http: //www. pmpractice. com/tnt_form. htm For a Free Copy of Project Management Power. Point Presentations Whit Papers and Microsoft Project Templates