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Alphabet Soup: PSS Contribution. 303.699.2334 | www.quantumpm.com. April 3, 2013. Jamie Wyant. About QuantumPM. Agenda. PSS Background PSS Solution Current Issues Issue Solutions & Next Steps Wrap Up and Questions. PSS Background. PSS Overview.
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Alphabet Soup: PSS Contribution 303.699.2334 | www.quantumpm.com April 3, 2013 Jamie Wyant
Agenda • PSS Background • PSS Solution • Current Issues • Issue Solutions & Next Steps • Wrap Up and Questions
Background Timeline & Approach July 2012 March 2012 Process Reporting Assessment Pilot Reconfigure Assessment, Process Definition, Configuration, Reporting and Pilot December 2012 August 2012 Production Rollout Workflow QSA Desktop Charter Requirement Training Enhanced Reporting Charter Implementation, Custom Development, Governance, Training & Rollout January 2013 March 2013 Training Videos Administrator Training QSA Server Support Transition New Requirements Workflow Enhancement Custom Development, Training & Support, Requirements Gathering
Initial Justification of Project • Make existing charter electronic • Promote user adoption of the tool • Provide accurate and insightful reporting at all levels • Reduce data redundancy and synchronize data between systems • Increase visibility of District and Headquarter resources to accommodate shifting priorities • Improve Department transparency and accountability • Improve project delivery and introduce cash flow forecasting
Current Status • 589 Projects • 448 Active Resources • Supporting existing implementation • Gathering Requirements for next steps: • Integration with other systems • More reporting and dashboards • Enhancements to existing solution • Additional training to support user adoption
Major Roles Sponsor/Owner Or Resource Manager Executives *2PM – responsible for administering the PSS, governance and compliance
Issues Prior to PSS Sponsor/Owner Or Resource Manager Executives
Approach to Resolve Issues PSS Configuration Process Re-engineering PSS Custom Development Training & Mentoring Support
Current Solution Overview Executives Resource Managers 2PM Charter Workflow QSA Training Project Scheduling System (Project Server 2010) Separate Disparate Systems (Project Wise, OTIS, ITRIPS) Project Tracking System
Guides User Through Creation • Real-time view of Project Tracking
Weekly Emails to Support Change Requests • Checking Cost and Schedule Info
Custom Training • 3 weeks of custom PM training • Custom videos on PSS Site
QSA Desktop • Can run anytime, but will run automatically when you publish a schedule • Found by selecting the QSA tab • QSA Runs compliance checks against the project for both custom ITD specific business requirements as well as other options • WBS list used for TMM lookup • QSA Controls folder
QSA Server • Runs same checks and generates same report as desktop version for all projects • Can modify frequency of run • All reports stored in doc library • Old batch zipped up each time
Current Issues • Project Managers seeing dates shift when accepting task updates from team members • Estimates for some tasks aren’t accurate (2 weeks duration for a 20 minute task) • Inability to compare planned expenditures to actuals • Resource availability numbers are inaccurate • Inability to pull actuals from project schedules • Additional project types and workflows that don’t fit under “Infrastructure” • Disparate systems causing redundancy (Project Wise, OTIS, ITRIPS)
Potential Issue Solutions • Not all projects within PSS • Additional training for Project Managers to understand importance of using the right task type for the right task and resource levelling • Create a “Plan of the Day” checklist for Project Managers and Resource Managers to address tasks that take less than 8 hours to complete. If task needs tracked, make it a milestone in schedule as opposed to detailed effort task. • Rollup assignments to a higher level. For example, tasks in schedules greater than 8 hours. • Adjust Resource availability from 50%
Next Steps • Get 100% of projects in the system • Continue gathering requirements and estimate effort: • Cash-flow Report – integration with actuals • 2 New Charter Types and workflow • OTIS Integration • Update existing funding and cost summary webpart • District Reporting • Trending reports based on snapshots • Dashboards • Project Wise – integration to pull in URL • ITRIPS – integration to pull in 20 fields • Additional Training
Summary • Iterative Process and Continuous Improvement • Continually evaluating issues and implementing creative solutions to address • Solution includes new processes, updated configuration, custom development, integration with external systems • There’s still more work to do (Integration, reporting, workflows, etc.)