Reduce Your Progress StatusCycle Time and Improve DataQuality at the Same TimeUsing PM CompassRuthanne Schulte, PMP, Delte...
AgendaDemonstrate how simple it is to enter progress, thevalidations, and questions answered by PM CompassDemonstrate appr...
Typical Status Update Process     Lots of Manual Steps     Rekeying of information     Lost time chasing down updates3    ...
PM Compass Enhances    the Process4    ©2012 Deltek, Inc. All Rights Reserved
PM Compass Enhances    the Process5    ©2012 Deltek, Inc. All Rights Reserved
PM Compass Enhances    the Process6    ©2012 Deltek, Inc. All Rights Reserved
Entering Progress                                              Only what needs to be                                      ...
Entering Progress    Highlights entries of concern    Easy to see which rows have been edited8             ©2012 Deltek, I...
Entering Progress    Enter the remaining quantity9              ©2012 Deltek, Inc. All Rights Reserved
See What Changed       Click on the ‘delta’ column to see what changed10    ©2012 Deltek, Inc. All Rights Reserved
Entering Progress Click Select All and then Submit11          ©2012 Deltek, Inc. All Rights Reserved
ApprovalApprover can see all the submitted status updates. Visualcues highlight potential trouble areas.Quickly check what...
Is That All of the Progress?Question: I only see two activities that were progressed. IsJack finished entering progress, o...
See what changed     Click on the ‘delta’ column to see what changed14    ©2012 Deltek, Inc. All Rights Reserved
Approve the Progress Select all and Approve15          ©2012 Deltek, Inc. All Rights Reserved
The Schedule is Updated16    ©2012 Deltek, Inc. All Rights Reserved
Progress History Progress History Report shows how progress changed overtime17         ©2012 Deltek, Inc. All Rights Reser...
Two Types of Progress Schedule Progress for when a schedule is attached Cost Progress for smaller, LoE projects18         ...
Enter Cost Progress19    ©2012 Deltek, Inc. All Rights Reserved
Appendix:        Configuration Options20   ©2012 Deltek, Inc. All Rights Reserved
Who Enters Progress?21    ©2012 Deltek, Inc. All Rights Reserved
Climbing the Assignment MappingStarting at the smallest data element (activity) and working tothe top, the first populated...
How Items are CreatedSchedule the creation of progress items23         ©2012 Deltek, Inc. All Rights Reserved
What Items are Created?Progress Items are created when the activity is:      in progress      Forecasted to start in the...
Search                                               Only activities for which                                            ...
Tip – Pending Progress Report26    ©2012 Deltek, Inc. All Rights Reserved
Notification                                                            This alert sends                                 ...
The Approval                                               S    Clicking Submit                                          ...
The Approval Notification                                               The combine email                                 ...
Rejection Notification                                                The rejection                                       ...
Deleting ProgressDo NOT delete progress items or you will lose the history inthe progress history reportIf you are testing...
Thank You!32   ©2012 Deltek, Inc. All Rights Reserved
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Deltek Insight 2012: Reduce your Progress Status Cycle Time and Improve Data Quality at the Same Time Using PM Compass

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Each week when the CAMs submit their progress, how confident are you that all the progress has been submitted, that only the correct people are entering progress, and that is accurate? Do you have to chase down busy people to ask them if they submitted all of the progress? PM Compass solves these problems and more! The person assigned to do the work is reminded by workflow if they have not submitted all of their progress. The approver is notified by the workflow when there is progress to approve – and, as an approver, I can tell if all of the progress has been submitted! Using a hierarchy of assignees and approvers, I don’t have to worry about who is on vacation or who is too busy… the security lets the correct people enter and approve progress for specific activities. When the progress is accurate, the earned value (BCWP) on your reports is accurate. Beginner Level.

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  • If we start by taking a look at a typical, simple workflow for status updates, we can see pretty quickly some areas ripe for improvement. Maybe you have your CAMs receive an email every status cycle. How many times does that email get lost in the shuffle, and you have to remind the CAM to enter their status? Many clients employ a formatted template from a tool like Excel to try and ensure consistent information from their CAMs, but then need to rekey that information into the source cost or schedule system. Needless to say, with lots of CAMs submitting status all at the same time, this can create a lot of work and introduce potential for errors through the rekeying process.
  • By overlaying PM Compass on the process, we can point out several areas of potential improvement.Starting with the initial notification, in addition to the email you can place Alerts right on the desktop of the affected CAMs. Through the alerts on both the desktop and in email, the CAMs can quickly access the appropriate data to provide status updates. If the CAM ignores his Alerts, PM Compass will remind them, and if they get perilously close to the submittal deadline, PM Compass can alert their manager. No more chasing down your updates!
  • There’s no need to use third party tools to gather your status, with PM Compass your CAMs will enter their updates directly into a predefined set of grids which means all the information will be consistent and complete. Instead of several Excel spreadsheets coming in their inbox, the PCAs will be able to use PM Compass to see all the status submissions on a single screen, and review them quickly.When a PCA needs to reject a status submission for some reason, they can easily add notes or comments for the CAM to address before resubmission, or the PCA can use the integrated instant message feature to ping the CAM and try to resolve the question immediately.
  • Finally, there’s no need to rekey data into your source system. Once the PCA has approved all status submissions, with the press of a key they can update the source cost or schedule applications with the updated status. You’ll gain more confidence in your data when you have complete, consistent information being entered, with less errors to worry about finding.
  • Deltek Insight 2012: Reduce your Progress Status Cycle Time and Improve Data Quality at the Same Time Using PM Compass

    1. 1. Reduce Your Progress StatusCycle Time and Improve DataQuality at the Same TimeUsing PM CompassRuthanne Schulte, PMP, DeltekJack Newton, DeltekGC-445
    2. 2. AgendaDemonstrate how simple it is to enter progress, thevalidations, and questions answered by PM CompassDemonstrate approve progress and see schedule updateSchedule progress and Cost progressSchedule progress cycleAssignment mapping grid — who enters and who approvesSchedule the automatic creation of progress itemsPending Progress report2 ©2012 Deltek, Inc. All Rights Reserved
    3. 3. Typical Status Update Process Lots of Manual Steps Rekeying of information Lost time chasing down updates3 ©2012 Deltek, Inc. All Rights Reserved
    4. 4. PM Compass Enhances the Process4 ©2012 Deltek, Inc. All Rights Reserved
    5. 5. PM Compass Enhances the Process5 ©2012 Deltek, Inc. All Rights Reserved
    6. 6. PM Compass Enhances the Process6 ©2012 Deltek, Inc. All Rights Reserved
    7. 7. Entering Progress Only what needs to be progressed by me is displayed All activity information is accessible7 ©2012 Deltek, Inc. All Rights Reserved
    8. 8. Entering Progress Highlights entries of concern Easy to see which rows have been edited8 ©2012 Deltek, Inc. All Rights Reserved
    9. 9. Entering Progress Enter the remaining quantity9 ©2012 Deltek, Inc. All Rights Reserved
    10. 10. See What Changed Click on the ‘delta’ column to see what changed10 ©2012 Deltek, Inc. All Rights Reserved
    11. 11. Entering Progress Click Select All and then Submit11 ©2012 Deltek, Inc. All Rights Reserved
    12. 12. ApprovalApprover can see all the submitted status updates. Visualcues highlight potential trouble areas.Quickly check what has changed and approve or reject asneeded.12 ©2012 Deltek, Inc. All Rights Reserved
    13. 13. Is That All of the Progress?Question: I only see two activities that were progressed. IsJack finished entering progress, or did he not finish?Using this report, I can see that Jack, Will and Sam still haveactivities that have not been submitted.13 ©2012 Deltek, Inc. All Rights Reserved
    14. 14. See what changed Click on the ‘delta’ column to see what changed14 ©2012 Deltek, Inc. All Rights Reserved
    15. 15. Approve the Progress Select all and Approve15 ©2012 Deltek, Inc. All Rights Reserved
    16. 16. The Schedule is Updated16 ©2012 Deltek, Inc. All Rights Reserved
    17. 17. Progress History Progress History Report shows how progress changed overtime17 ©2012 Deltek, Inc. All Rights Reserved
    18. 18. Two Types of Progress Schedule Progress for when a schedule is attached Cost Progress for smaller, LoE projects18 ©2012 Deltek, Inc. All Rights Reserved
    19. 19. Enter Cost Progress19 ©2012 Deltek, Inc. All Rights Reserved
    20. 20. Appendix: Configuration Options20 ©2012 Deltek, Inc. All Rights Reserved
    21. 21. Who Enters Progress?21 ©2012 Deltek, Inc. All Rights Reserved
    22. 22. Climbing the Assignment MappingStarting at the smallest data element (activity) and working tothe top, the first populated user is ‘nagged’ by workflowAny user in a parent field has access to enter progress.Benefit: The person responsible for the activity enters theprogress, and anyone defined at a higher level, such as theCAM, can also enter progress.22 ©2012 Deltek, Inc. All Rights Reserved
    23. 23. How Items are CreatedSchedule the creation of progress items23 ©2012 Deltek, Inc. All Rights Reserved
    24. 24. What Items are Created?Progress Items are created when the activity is:  in progress  Forecasted to start in the current period  Forecasted to start in the next periodThis reduces the number of items to choose from.You can Search for an activity to be progressed24 ©2012 Deltek, Inc. All Rights Reserved
    25. 25. Search Only activities for which you have rights to progress Options:  My Pending Progress  Current Period Only25 ©2012 Deltek, Inc. All Rights Reserved
    26. 26. Tip – Pending Progress Report26 ©2012 Deltek, Inc. All Rights Reserved
    27. 27. Notification  This alert sends notification  The alert is a combined email so each user gets one email notifying of all progress items  Adding a dashboard alert would give an alert for each activity27 12/11/2012 ©2012 Deltek, Inc. All Rights Reserved
    28. 28. The Approval S  Clicking Submit advances the workflow to the next step28 ©2012 Deltek, Inc. All Rights Reserved
    29. 29. The Approval Notification The combine email flag sends one email to the approver notifying they have progress29 ©2012 Deltek, Inc. All Rights Reserved
    30. 30. Rejection Notification The rejection notification occurs immediately30 ©2012 Deltek, Inc. All Rights Reserved
    31. 31. Deleting ProgressDo NOT delete progress items or you will lose the history inthe progress history reportIf you are testing the process and you want to start over, a KBarticle #58278 describes the process31 ©2012 Deltek, Inc. All Rights Reserved
    32. 32. Thank You!32 ©2012 Deltek, Inc. All Rights Reserved
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