Overview: Project Server 2003 and Enterprise Project Management (EPM) Implementation for Marshall University January 31,

1. Overview: Project Server 2003 and Enterprise Project Management (EPM) Implementation for Marshall University January 31, 2005 Presented by: Chuck Elliott and Yanzhi Wu

2. Agenda • Introduction • Demo • Known problems • Webcast • Concerns and Challenges • Recommendations • Discussion and Next Steps

3. Demo • Simple project demonstrating the Microsoft EPM solution • Project Plan Development • Enterprise Resource Pool • Enterprise Global template • Publishing a project to Project Server • Project Web Access integration with Outlook • Project Management using Project Server

4. Known Problems • Outlook integration • Tasks show as appointments, it was designed this way and takes getting used to • Updating tasks in Project Web Access can generate conflicting data in Outlook • Learning Tree instructor recommended we keep in mind that Outlook integration may not be best solution • Service Pack 1 should not be installed, we’re investigating

5. Webcast • TechNet Webcast: A Proven Approach for Success: An Introduction to the EPM Workshop Series (Level 200)

6. Concerns and Challenges • Enterprise Resource Pool • The larger and more complex the pool, the more resources are required to administer and maintain • Enterprise level Portfolio management, and Resource management, are dependent on standards and consistency • Establishing and enforcing organizational standards • Maintenance of the data, adding new types of data (new people, new skill sets, new coding schemes) • Tracking leave, sick-leave, training, travel etc. Will this be a centralized or dispersed responsibility?

7. Concerns and Challenges • Enterprise Global template • Allows for all published projects to use the same custom settings (fields, views, tables, reports, groups, calendars, plus enterprise-only fields) • Better organization-wide reporting and analysis • Standardizes organization breakdown structures • Planning is important. What standards do we need?

8. Concerns and Challenges • Not just a “technology project” or, if it is, let’s decide that up front • Hardware. Our current single-server environment may support up to 250 users and/or projects • Licensing • an issue mostly for use on non-MU equipment, e.g., consultants and third-party team members • Client Access License (CAL) required to use Project Web Access without Project Professional

9. Concerns and Challenges • Training • Role based is preferred. • Costs – both dollars and manhours • Project Management Office (real or virtual) members should be “expert” at using Project Professional • Project Managers and team members will benefit from training • Just-in-time training for team members • Performance Analysis • Earned Value analysis – Project supports only Percent Complete and Physical Percent Complete • Organizational Culture • Effective implementation will require a change in culture (positive ones) • PMs will have to use prescribed calendars, global template, and work within the system • An effective PMO will control and negotiate standards

10. Concerns and Challenges • Outcomes • What do the leaders and executives really want? • Can an ideal Project Server 2003 implementation meet those needs? • Full implementation concerns • Phased process • Prototype • Test the prototype • Develop training materials • Pilot test • Identify new groups to train and bring into the system • Test environment • Hardware costs • Administration • Testing Plan and staffing • Disaster Recovery • Strategies, planning, backup and recovery testing, hardware costs

11. Recommendations • Our recommendations assume an Enterprise Project Management (EPM) initiative is desired

12. Recommendation 1 • IT Executive Group staff an EPM Implementation Planning Project, the goal of which would be twofold:

13. Goal 1 • Draft a high-level implementation plan for Project Server 2003 within IT (and possibly broader) that includes some or all of the following deliverables (documents): • Vision Statement for EPM implementation • Project Charter • Project Scope Statement • Scope Management Plan • Project Management Plan • Expansion Plan (for non-IT departments) • Other Documents • Suggested time frame: two to four weeks

14. Goal 2 • Work with the Project Server Administration Team to establish standards for documentation that: • contribute to project success and can serve as models for subsequent projects and deliverables • help meet future executive needs for: • Modeling • Analysis • Portfolio management • Resource management • Forecasting • Other needs

15. Recommendation 2 • Consider establishing a Project Management Office (real or virtual) with one FTE • Advise executives on project-prioritization • Advise executives on at-risk projects, provide early-warning • Maintain documentation on the environment, policies, and procedures • Administer and coordinate Enterprise Resource Pool and Enterprise Global template • Support Projects and Project Managers • Recommend server configuration changes • Design or assist Executives in the design of Views and Reports • Provide training or training resources

16. Resources • Webcasts • TechNet Webcast: A Proven Approach for Success: An Introduction to the EPM Workshop Series (Level 200) • Microsoft Executive Circle Webcast: Building a PMO with Microsoft's Enterprise Project Management Solution • Documentation • The Project Server 2003 Resource Kit • Web Pages • Project 2003 Home Page • Enterprise Project Management (EPM) Solution Overview • Planning your EPM Solution implementation

17. Discussion • Questions • Discussion • Next Steps