BES-MSP Interface BMI MS Office Project Project

BES-MSP Interface ( BMI ) MS Office Project/Project Server -- Case Study Follow-up: Integration between MSP and BPA’s Enterprise System One year post-installation: How’s it really going with Project? MPUG Presentation- December 3, 2003 MS

What We Will Cover Tonight --1. Review BPA’s Enterprise System 2. Look at how MSP is being used today. 3. Capabilities not yet being utilized. 4. Items we are considering modifying. 5. Benefits- Current and Future 6. Development Statistics BES-MSP Interface ( BMI )

Review BPA’s Enterprise System BES-MSP Interface ( BMI )

BPA’s Enterprise System--The System Make Up- An Integration of: Indus Passport-- and Peoplesoft-- Contract Management Financial Management Design Engineering Asset Management Inventory HR Purchasing Time & Labor Work Management Other modules BES-MSP Interface ( BMI )

BPA’s Enterprise System--A Work Order in Passport- BES-MSP Interface ( BMI )

BPA’s Enterprise System--Challenges in Using Passport Schedule changes are cumbersome The “out of the box” links to MSP do not meet our needs There are no abilities for scheduling or forecasting of resources or funding budgets at the Program level. BES-MSP Interface ( BMI )

BPA’s Enterprise System--Action Taken- BPA contracted with : Pcubed--- to develop an interface to download Passport/Peoplesoft data into MSP and to upload an XML file of changes that are made in MSP Indus--- to develop the upload of the XML file of changes back into Passport, providing all necessary data checks BES-MSP Interface ( BMI )

BPA’s Enterprise System--BES-MSP 2002 Interface. What the interface does. Downloads work order data from the official Business Enterprise System (BES) for over 2300+/- work orders. Uploads data changes made to these work orders. Provides views of the data simply not possible in the Business Enterprise System. BES-MSP Interface ( BMI )

BPA’s Enterprise System--BMI Diagram BES Passport Database D/L Pgm #2 D/L Pgm #1 WO & Task Data Changes Error Log Processed D/L Pgm #3 Task Notes Cost Data D/L Pgm #4 Parent Proj Hierarchy Into Passport Changes That Do Not Pass All Passport Validations PEDS (BES DATA Warehouse) Indus Upload Routines Trigger Download Routines Table Entry Initiates Indus Job Build Project XML File on Unix Server & PP Trigger Table Entry Identify Changes Made In Plans or Add New MS Project 02 Tasks To Existing User Reports & Updates MSP Pcubed Upload Routines BES-MSP Interface ( BMI ) MS Project Database MS Project People. Soft

BPA’s Enterprise System--What’s Included in the interface exchange. Pass. Port Data Included: n WO Data – Description, PM, Planning Center, Work Group, In Service Date – Type, Status, Reference, Comments, Parent Project n Task Data – Title, Planner, Schedule, Type, Location, Resources Required – Job Type, Crew Assignments & Schedules, – Maintenance Project Info n Current Estimated Costs People. Soft Data Included: n n n Baseline Estimates (approved funding level), Current actual Costs (summarized as labor, material, contract, other) Parent Project Hierarchy BES-MSP Interface ( BMI )

How MSP is being used today. BES-MSP Interface ( BMI )

How MSP is being used today--The System is Up and Running !!! Applications (Project Server) are installed on a server in Vancouver, the Data Base is installed on a server in Portland. This is the result of Organizational responsibilities. The automated interface runs nightly. An ERROR log of unacceptable data changes is reviewed daily and errors reported back to the person submitting the data. Deployed via local installs of MSP on individual PCs and also via Citrix. There are pros and cons associated with each method. BES-MSP Interface ( BMI )

How MSP is being used today--Work Order schedule changes being made via MSP. Visual aids in work order management and reporting. Management of the system and Training has been transferred over to our BES Team. System is available to those who have had the training and WANT to use it, both for maintaining the official Enterprise schedule and resource estimates as well as for display and reporting of data. We are developing Resource and Budget Forecasting displays / reports. BES-MSP Interface ( BMI )

How MSP is being used today--We will now--Take a look at an All Projects Project file. Take a look at the Training Manual. Take a look at some Resource forecasts. BES-MSP Interface ( BMI )

How MSP is being used today--Training Manual BES-MSP Interface ( BMI )

How MSP is being used today--Resource Forecasting BES-MSP Interface ( BMI )

Capabilities not yet being utilized. BES-MSP Interface ( BMI )

Capabilities Not Yet Utilized--PWA for Users and Managers Additional Resource and Budget Forecasting / Reporting Expanded roll out to more organizations BES-MSP Interface ( BMI )

Items we are considering modifying. BES-MSP Interface ( BMI )

Potential Future Modifications Expand the Resource Pool down to the individual person level. Develop project plan archiving. Expand Data Synchronization. Multiple project server implementation for additional program/organization segments. Modification of the BES to use Task schedule changes to change material ordering dates. BES-MSP Interface ( BMI )

Benefits- Current and Future BES-MSP Interface ( BMI )

Benefits. Already Realized Project Cost awareness (partly responsible for new cost controls being implemented) Schedule awareness Ease of schedule maintenance Some forecasting information Awareness of potential incorrect data Expected Future More widespread use (more PM use, less reliance on Technician support) More cost/schedule awareness at Manager levels More detailed Resource scheduling/management BES-MSP Interface ( BMI )

Development Statistics BES-MSP Interface ( BMI )

Development Statistics Cost--About twice what was expected Expected. Actual- ~$350, 000 ~$800, 000 (includes the purchase of over 300 MSP 02 Prof. Licenses) Schedule--About 4 times a long as expected Expected. Actual- ~4 to 6 months ~18 months Even with the actual costs and schedule over runs, given that IT projects can cost a lot of money and still never make it to completion, we are very happy that the effort was successfully completed. BES-MSP Interface ( BMI )

BPA’s BES-MSP-Interface Questions ? ? ? The BES-MSP Interface ( BMI ) End