Project 2007 Tips and Tricks Including EPM Overview/Lessons Learned

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

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

3. Who is Keith Wilson, B. Comm.,MBA?

4. 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

5. Design Execute Assess Initiate Project Management Process

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

7. Reasons Why Projects Fails?

8. 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?

9. 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 overrun:222% of original estimate • For every 100 project 94 restarts

10. What Make a Project Fail?Just Do It! Failing to Plan is Planning to Fail

11. Success vs. Failure Bottom Line: Success = Met Expectations Failure = Unmet Expectations

12. Execute Assess Project Management Process Design Initiate

13. 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?

14. 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

15. “Typical” Project Phases • Unwarranted enthusiasm • Uncritical acceptance • Growing concern • Unmitigated disaster • Search for the guilty • Punish the innocent • Promote the uninvolved Arthur D. Little

16. Consequences for the Project Manager Project Manager

17. Remember The ROI • For every moment you spend planning, you will save five moments during implementation Crawford Gernwald

18. 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?

19. Planning Steps 1. Review Project Scope 2. Determine dominating factors 3. Define and quantify risks 4. Develop the WBS Determine phases/activities Determine the project’s 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

20. 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

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

22. 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?

23. Microsoft Project 2007 Demo Getting Started

24. 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?

25. Microsoft Project 2007 Demo Plan

26. 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?

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

28. Microsoft Project 2007 Demo Communicate

29. 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?

30. 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?

31. Microsoft Office Project Demo Track & Analyze

32. 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

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

34. 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

35. Microsoft Office Project Demo EPM Overview

36. What are the benefits of the Office EPM Solution? EPM Informs the Executive • 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

37. What are the benefits of the Office EPM Solution? EPM Enables the Team • 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)

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

39. 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

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

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

42. 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

43. 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

44. 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

45. 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

46. Keys for Success Lessons Learned: Office EPM Solution Deployment • 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

47. Keys for Success Lessons Learned: Office EPM Solution Deployment • 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

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

49. Expected Results Lessons Learned: Office EPM Solution Deployment PM process consistent across multiple departments (Visualize, Plan, Implement, Close) with buy-in Clear (SMART)- understanding of project deliverables Optimal use of resources and buy-in by team Greater control over project’s progress Focusing on the right project at the right time Earlier recognition of potential problems Establish/maintain effective and efficient project communications Better post-evaluation access to historical project documentation

50. Keith Wilson kwilson@pmpractice.comAnnMarie Handsel – 281 683 7075amhandsel@pmpractice.comwww.pmpractice.comhttp://www.pmpractice.com/tnt_form.htmFor a Free Copy ofProject Management PowerPoint PresentationsWhit Papers and Microsoft Project Templates