Reporting to Management Using Microsoft Project and EPM Derek Loar, Pcubed

1. Reporting to Management Using Microsoft Project and EPM Derek Loar, Pcubed

2. Agenda • Perspectives in Project Information • Types of Information Views (reports) • Project Metrics • Resource Capacities

3. Organizational Rollup Real-time Executive Decision Support Portfolio Management Alignment with Business Objectives Corporate Strategy Investment, Resource and Prioritization Decisions EnterpriseResource Management Integrated Delivery Framework Programs, Initiatives Integrated Portfolio of Managed Projects Collaboration and Project Management Consistent, Repeatable Project Delivery Projects Tools, Technology, Training and Knowledge Transfer

4. IT Managers • Can we link project data with our front & back office? • What’s the best way to deploy and monitor? Resource Managers What resources are available Team Members Project Managers • When will we really finish and what will it cost? • Can we re-use best practices across projects? A clear understanding of ownership IT Exec Stakeholders Team Members Open, secure systems Insight and Reporting Executive Stakeholders • How can I see & prioritize initiatives across my org? • What’s the status of our top 3 initiatives? • What am I supposed to be delivering this week? • How can I collaborate with people on my team? Resource Managers • Who’s available to staff our new projects? • Who's working on what and do they have the skills? Project Managers Intuitive project management Perspectives in Project Information

5. Types of Information Views (reports) “Out-of-the-box”: • Project Professional Views (Tables, Filters, Groupings, and Graphics) • Project Professional Reports • Master Projects (for Rollup in MS Project) • Project Web Access Project and Project Center Views • Project Web Access Portfolio Analyzer Views • Project Web Access Resource and Availability Views • SharePoint “Dashboards” –with Project Server Web Parts

6. Types of Information Views (reports) Other add-on solutions: • Extended OLAP cube (for Portfolio Analyzer) • SQL Reporting Services • Excel Spreadsheets mapped to data • EPK (Enterprise Project Knowledge) • ProSight

7. Types of Information Views (reports) Explore views

8. Project Metrics • Schedule • Baseline Variances • Cost • Baseline Variances • Budget Variances • Risk (This metric can be scored per project and managed in Windows SharePoint Services) • Risk level (Impact, Severity, Probability) • Contributors (Complexity, Vague Requirements, Resource Availability, etc.) • Issues • Open, Overdue, Closed • Change • Multiple Baseline Variances

9. Project Metrics • Schedule Quality • Tasks without Baseline information • Over-allocation of Resources • Incomplete (Remaining) work in the past • Tasks without Assignment of Resources and/or Work Effort • Physical % Complete does not match Percent Complete (at 0% or 100%) • Actual Hours exist in the future • Health • All of the above can be weighted and combined into an overall score

10. Example SQL Reporting Services

11. Example Master Project Schedule Report

12. Example Master Project Schedule Report

13. Example Master Project Schedule Report

14. Example Master Project Schedule Report

15. Resource Capacities Explore views

16. Final Thoughts • Defining what metrics and information is important and can be obtained can be very complex across an organization • When creating a solution either based on EPM or MS Project on the desktop, start with a few key metrics and build from there • Senior Stakeholders need to use the data, whether it’s printed for them or the go online to look • By nature, if they don’t use and manage by it, the metrics and reporting will not be maintained