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Pro epm envisioning, pmo setup, proof of concept, pilot

Pro epm envisioning, pmo setup, proof of concept, pilot



Microsoft Project Server Hosting, support, PMO setup, PMO consulting, PMP

Microsoft Project Server Hosting, support, PMO setup, PMO consulting, PMP



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    Pro epm envisioning, pmo setup, proof of concept, pilot Pro epm envisioning, pmo setup, proof of concept, pilot Document Transcript

    • Envisioning services, Proof of Concept and Pilot.By Steve Wagner, ProEPM www.proepm.comThe above image is a basic online project server pilot, whit the ProEPM Hosted solution you will achievegoals in a shorter time.Online Project Management ServicesProEPM have implemented 40 online PMO over USA just in the year 2009. Whit our envisioning, Proofof Concept and Pilot services your EPM implementation is typically where key members of theorganization are introduced to the EPM toolset. During this phase, workshops are held that cover theEPM toolset implementation from a variety of perspectives and enable frank discussions as to howProject Server 2007 may be used in the organization. What comes out of this envisioning is a roughview of what this beast called EPM will look like once it is ultimately implemented in the organization.The following are some of the items to be realized from envisioning.• Short/long term vision of EPM in your environment• Functionality PMO, IT, product development, engineering, enterprise, global• Processes and technology• Timing• Goals and strategy• Challenges, pain points, and benefitsProof of Concept Services (2-4 weeks, 2 Project Manager, 5-20 Resources)www.proepm.com 1
    • ProEPM have a server ready for your PMO; however you may require help whit the envisioning phaseand first steps to project server. ProEPM will help you to improve your already or new ProjectManagement Office (PMO). During the envisioning phase, a test server may be created to helpfamiliarize members with the environment and the tools involved. This proof of concept (Proof ofConcept) is typically the first iteration of the ProEPM Proof of Concept. During this time, a singleproject with a handful of resources begins using Project Server and Project Web Access. Feedback iscaptured from the Proof of Concept group in the areas of deployment/functionality of the clientcomponents, the process of entering time, the quality of the reports generated, and the overall userexperience. This Proof of Concept project typically runs for three to five weeks with regularcommunication and feedback.Proof of Concept Types and Descriptions• Custom demo (very short with expert help)• Conference room pilot (quick and dirty to demonstrate capability)• Functional Proof of Concept• Requirements-based Proof of Concept (show that the project can accomplish its objective, based onuse cases)• Prove concept and demonstrate value to a small group of key stakeholders only; can be done withoutdirect user involvement for configuration and operation.Proof Of concept Implementation TeamThe proof of concept team might include the following roles to provide organizational insight anddecision making:Role ResponsibleExecutive sponsor ClientPMO representative(s) Client whit help of ProEPMDepartmental (resource) management ClientTechnical resource from the organization ProEPMTrainer ProEPMExternal consultant ProEPMwww.proepm.com 2
    • • Executive sponsor. Your organization must include at least one senior executive who is able toprovide overall guidance to the team and fill the role of executive sponsor. Note that at a minimum, thisperson should have decision authority at least as broad as the components of the organization that willbe impacted by the project. Having this person participate in various implementation meetings not onlyprovides a communication conduit to the executive strata in an organization, but also reinforces to therest of the team that the executives are behind this effort. Whether this sponsor provides cheerleadingor executive mandates, his or her participation is crucial to keep momentum behind the EPMimplementation effort. This sponsorship is a critical success factor to most significant initiatives,especially when they require process discipline and organizational change.• PMO representative(s) This representative should be very closely linked with the implementationeffort. The implementation’s processes and standardized project management methodologies are whatthe PMO lives by, and they determine how users are trained and how the EPM toolset is configured.Because the PMO is generally recognized as the “owner” of the EPM system, the PMO membershould have a broad understanding of the technologies involved. It is possible to succeed without aPMO, but it will be more challenging.• Departmental (resource) management This role provides valuable input into the reportingrequirements and cultural impact issues that the implementation effort will encounter.• Technical resource from the organization Within the scope of the EPM implementation effort, thisperson is the conduit to the IT department to help acquire physical resources (servers, software). Thetechnical resource also possesses a deep technical understanding of the existing network to enablehim or her to make decisions and provide implementation technical support. Specific skills includedatabase, infrastructure, and application support, as well as Information Systems security.• External consultant Many companies choose to hire an EPM implementation specialist to help guidethem through the technological and cultural issues that are normally encountered. The implementationspecialist can also provide a fresh perspective on the organization and give frank advice whileremaining independent (as much as possible) from the internal politics of the enterprise. This specialistwill have deployed Project Server 2007 previously at a similar organization and will provide guidancefor the successful implementation of the successive iterations of your EPM deployment.• Trainer Training will play a large role in your implementation efforts. To provide EPM training for yourusers, you can choose from many avenues, ranging from online training, to bringing an EPM trainingexpert to your location, to providing customized training for your users.Many franchise training companies will offer Microsoft Project Professional training during which yourbeginner project managers will learn how to create a schedule and to work with the ProjectProfessional 2007 scheduling engine. This training may provide your users with a basic understandingof one piece of the EPM toolset. However, a critical component to training your user base the right waywww.proepm.com 3
    • the first time is to teach them how to accomplish tasks and manage projects based on your company’sproject management methodologies. One organization, Milestone Consulting, has developed anapproach to EPM training called “Your Job, Tool’s Job” (YJTJ). This curriculum is based on interactionwith Project Professional 2007 and the information that it requires to be a truly effective schedulingtool. In addition, the curriculum can also be tailored to your company’s specific project managementmethodologies and standards to ensure that your users are using the tool efficiently to provide thepowerful reports that the executives in your organization expect.Planning and the Pilot (6-8 weeks, 10-20 Project Managers, 40-100resources)After running the Proof of Concept, aggregating all feedback data, and defining your organization’scritical success factors for EPM, you can start planning for the system that you previously envisioned.The ProEPM implementation team now has a clearer picture of capabilities and has begun the nextiteration of an EPM configuration. In preparation for this phase, the team may enable additionalfeatures or functionality and prepare more team members to be brought into the system.Whether a single workgroup or an entire department or business unit is being brought into the EPMsystem, the goal is to introduce a larger user base to EPM and potentially increase functionality as youmove toward the full rollout of your envisioned environment. During this time, knowledge of andfamiliarity with EPM are growing organically in your organization as expertise and comfort with thetoolset grow. The pilot can consist of a couple of project managers running all of their projects throughthe EPM system. The idea is that the selected project managers are exposed to EPM in the mostpervasive manner: All of their active projects are brought into the system. The number of resourcesvaries depending on the size of the organization and the number of resources per project, but thesenumbers should be kept small relative to the total number of resources envisioned.NOTE It is important to recognize the challenges that come when running a Proof of Concept and a pilot forEPM. Because the benefits of team member efficiency are realized when all of their tasks areaccessible via Project Web Access (PWA), you should prepare your Proof of Concept and pilot team foradditional work throughout the duration of the Proof of Concept, especially if the projects that they are workingon are outside of the scope of the Proof of Concept or pilot.www.proepm.com 4
    • Envisioning, PMO Setup, Proof of Concept and Pilot Scope ofServices:Consulting Service *Time delivery DeliveryEnvisioningShort/long term vision of EPM in your environment. 2 hour Word File Document 2 hour Word File DocumentPMO Project Server Proposal 2 hour Microsoft Project FilePMO / Project Server Project 2 hour Microsoft Power Point 2 hour Word File DocumentPMO Setup Goals and strategy. 2hour Word File DocumentPMO Charter Benefits. 2 hour Word File Document 2 hours Excel FilePMO Charter Template ExamplePMO Charter Template InstructionsInterview (English)Proof of ConceptProject Server configuration based interview 2 hours Web Access configurationSingle Project publication, tasks submitting 5 users 2 hours Web AccessConference room pilot and demo 1 hours Web AccessPilot1 Master Project or program and 3 subprojects 2 hours Web Access configurationProject Server TrainingAdministration, project publication, task submitting 2 hours Online Training*based on the size of your PMOProEPM HostedProEPM will provide two server environments (test and production). The test server is the serverwhere you will get training, proof of concept, demo and configuration of Project Server.Although you may decide that there needs to be an intermediary iteration (or several for largeorganizations) between your pilot and full implementation, the methodology will remain the same. Yourfull implementation will be a similar process of moving from your Proof of Concept to your pilot, exceptfor this iteration, you’re involving your entire organization to the production server taking it “live.” Wide-scale role-based training will have taken place, as the majority of your user base is brought into theEPM system. Additional features and functionality are implemented and refined based on the feedbackand best practices learned from your previous iterations.Role of the PMO and ProEPMwww.proepm.com 5
    • When it comes to the implementation of a hosted EPM in your organization, the project managementoffice can help facilitate standardized adoption and help improve the chances of success and longevityof EPM in your organization. ProEPM will help your organization to define the processes andprocedures that Project Server will support and give users their standard operating procedures forinteracting with the environment. Being the nexus of project management wisdom in your organization,the PMO will provide the process development, mentoring, and enforcement whit the initial help ofProEPM.The importance of this is often underestimated when implementing a PMO. Although a recognizedPMO is not required for EPM to be successful, you increase your chances of success greatly whenone is involved, or when you have a very disciplined and project-based department whose memberswill be the end users of the EPM toolset.NOTE PMOs come in many different shapes and sizes. In some organizations, the project management office is adistinct business unit whose members manage medium-to-large projects across the enterprise. In otherenvironments, it is a subset of a business unit (such as IT) that manages the projects that originate from withinthe IT business unit in addition to managing the projects that originate from other business units but require ITinvolvement. This team of project managers does not manage resources directly; rather, they manage theapproved schedules and use the resources from the required business units to complete a project. This distinction,provides additional challenges when describing the relationship among project managers and resource managersin your organization.Project Management MaturitySome organizations that are attracted to the powerful reports and effective tracking capabilities ofProject Server 2007 believe that using EPM is simply a matter of get the hosting services (technology)and training people how to use it. Although these components are important, what these organizationsmiss is the third foundational component of EPM: processes. Normally, the mere existence of a PMOsuggests that there is at least a semblance of standardized processes. These processes are what thetechnology is configured to support and enforce, and what your personnel are trained to use.Having a PMO with mature processes and methodologies upon which Project Server can be built andtraining your personnel properly provide your best chance at harnessing the power of your EPMenvironment to work toward the overall improvement of your organizational efficiency. A number offrameworks are available for assessing (and possibly increasing) your organization’s projectmanagement maturity. One of these is the Organizational Project Management Maturity Model (OPM3)offered by the Project Management Institute (http://www.pmi.org ). These types of models provide anorganizational framework by which you can assess the standardization, repeatability, and continuousimprovement capacity of your organization.www.proepm.com 6
    • Successful EPM implementations share common success factors. Although a PMO will greatlyenhance the adoption of the tool from all levels of your organization, these keys to success are crucial:• Executive management support• Definition of scope and requirements• End-user involvement• Process discipline at the desired level• Dedicated and trained users• A planned and funded implementation• Defined vision, objectives, and success criteriaThe envisioning services, PMO setup, proof of concept and Pilot are additional services that ProEPMwill provide for clients that require it.ProEPMBrooklyn, New York.Contact: info35@proepm.comPhone: 718-3959363www.proepm.com 7