Project tracking and metrics on share point

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Presentation on how Rockwell Automation uses a custom list in SharePoint to track projects, generate metrics, and identify trends for their Technical Communication Dept. by Liz Gardipee and Kathleen Ruggeri.

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Project tracking and metrics on share point

  1. Project Tracking & Metrics on SharePointLiz Gardipee & Kathleen RuggeriMay 2012 Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
  2. Rockwell Automation at a Glance  Fiscal 2011 sales: approximately $6 billion  Employees: about 21,000  Serving customers in Leading global provider of 80+ countries industrial power, control, and information solutions  World headquarters: Milwaukee, Wisconsin, USA  Trading symbol: ROKCopyright © 2011 Rockwell Automation, Inc. All rights reserved. Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
  3. Tech Comm at Rockwell Automation Information Development & Publishing Shared service in the U.S. • Staff • 30 employees Primary locations • 4 contractors  Cleveland, Ohio • Roles  Milwaukee and Mequon, Wisconsin – Information Architect – Information Developer Other locations – Editor  Chelmsford, MA – Manager  Eden Prairie, MN  Shirley, NY  Singapore Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 3
  4. AgendaWhere We StartedOur Project List and Time Tracking ToolWhat You Can Do with the DataChallenges & Tips for Getting StartedWhere We Are Now/Results Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 4
  5. Where We Started - 2008We needed a single place for accurate, up-to-date project informationthat multiple people could access at the same time. We struggled with  Multiple spreadsheets from different groups and locations  Frantic assembling of non-standard information into a group-wide report to management  Repeating this process each time workload or finance information was needed  Metrics that had to be calculated by hand  Not having metrics for all groups  Too many methods for individual status tracking  No central location to keep data Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 5
  6. Our Project List and Time Tracking Tool SharePoint – created using WSS2 (Windows SharePoint Services) Formed a team and undertook a project with these goals  Provide a central location for all planning and reporting data  Allow for flexibility in reporting for business units/finance  Enable simultaneous access to multiple users  Ensure data consistency (pull-down menus, radio buttons)  Track work for all roles (Architect, Developer, Editor)  Use only standard SharePoint functionality, no customization Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 6
  7. First Step: Principles of Project Tracking Project data is not polished  Simply recording facts Project data is used as neutral data  Not for rating people on productivity Project data belongs to everyone at Rockwell Automation  Reflects work being done for the company Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 7
  8. How It Works Manager typically creates the record  Planned/unplanned work  Typically enter projects with completions at least 18 mo to 3 yrs out Each person has own record for their portion of a project  Architect record shows up-front planning/research time  Developer record tracks content development  Editor records show level of edit and editing hours  Post-production tasks also can be represented Manager reviews records often  Status info on current projects; workload balancing/new assignments  Data integrity/cleansing Quarterly reports to business unit finance department Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 8
  9. Creating/Editing a Record Can be done by the manager or the contributor User-friendly data entry screen with pull-down menus, radio buttons, pop-up calendars, and instructions on what to enter in each field Work on one record at a time Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 9
  10. What Our Tool Looks Like The Project List and Time Tracking Tool is a customized SharePoint list SharePoint lists behave much like Excel spreadsheets Columns Headings Rows Cells Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 10
  11. Tracking Types of Work - Roles Architect, Developer, Editor Project Leader, Team Member Production, Translation Support Multiple roles for a publication. Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 11
  12. How We Manage over 40 Pieces ofMetadata in Each Record SharePoint lets you create multiple views of the same list Views enable filtering, grouping, and sorting of a subset of metadata Only display the columns you want to see (or want others to see) Views can be personal or public Use the Launch View menu to choose the view you want. Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 12
  13. Example View –Metadata for Language Translations Records are filtered to show Role = Translation Support Only the 10 fields we are interested in are displayed Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 13
  14. Quarterly Report of Actuals Submitted to business units and finance department Sample Data Business Structure Cost of Work Completed Trans. PO Amount (USD) Business Segment A $41,193 $226,804 Business Group A1 $34,155 $176,161 Controllers $15,801 $89,667 • Reporting structure is 1427.2.4 $2,001 $29,274 coded for our finance 2102.1.4 $12,213 $55,000 department. 2163.1.4 $1,587 $5,392 Process $414 $18,333 • Costs are reported 2144.1.4 $414 $18,333 by Project Number Touchscreens $17,940 $68,161 each quarter. 2029.1.4 $4,485 $7,768 2124.1.4 $13,455 $60,393 • Business units pay Business Group A2 $7,038 $50,643 back to our cost Motion Control $7,038 $50,643 center. 2017.2.4 $6,383 $41,463 2078.2.4 $518 $3,531 • Allows variable 998.2.4 $138 $5,650 staffing to meet their Business Segment B $2,208 $45,197 demand. Business Group B1 $2,208 $45,197 Drives $2,208 $45,197 705.2.4 $2,208 $45,197 Grand Total $43,401 $272,001 Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 14
  15. What You Can Do with the Data: Reports Metrics–baseline numbers for estimating future work  Tables showing hours/publication type, average durations, etc.  Metrics for Architects, Developers, and Editors Future Workload–managing workload  Snapshot of a contributor’s project list and graph of future workload  Good tool for employee-manager meetings Future Costs  Labor  Translations Trends–year-to-year changes to use in making a business case  Graphs showing amount of work for different business areas  Identify growth areas–where we need to build expertise  Identify areas in decline–where people should move to new things Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 15
  16. Metrics Reports Metrics based on past projects are used to estimate future projects Average of Actual Hours to Date New or Revision Business Unit Deliverable Type New Revision Controllers UM 275 103 Drives UM 114 58 Industrial Components UM 75 32 Motion Control UM 395 117 Touchscreens UM 203 60 You can pick a single number to estimate a publication—no calculating based on page count! Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 16
  17. Providing EstimatesLabor metrics and translation estimates are used to create the estimate summaryfor the project. One-page summary Includes notes and assumptions related to the project Items on this estimate summary are added to our project list for scheduling Engineering uses this estimate for their project budget Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 17
  18. Future Workload Report Tool to evaluate resource loading Projects by Month for John Smith 2012-04 Remaining Hours 106  Target 130 hrs/mo Servo Drives User Manual 2012-05 106 200  75% loading Toolkit Quick Start 2012-06 200 100 Motion Control Selection Guide 100 Enables meaningful 2012-09 157 Cost Reduction Project 157 workload conversations Grand Total 694  Some of the May work John Smith’s Future Workload can be started in April 250  Might need to negotiate 200 a later release date Assigned Work for the item due in May 150  Can add additional work 100 for July and August 50 0 2012-04 2012-05 2012-06 2012-09 Total 106 200 100 157 Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 18
  19. Forecasting for Future Work Costs are used for annual budget review Hours are used to identify need for contract resources Sample Data Reporting Structure Est. Hours Est. Labor Cost Est. Translation Cost • Filter to show data for Business Segment A 8231 $567,922 $1,966,238 2013. Business Group A1 8231 $567,922 $1,966,238 • Reporting structure is Controllers 7900 $545,100 $1,874,728 coded for our finance department. Process 300 $20,700 $88,275 Touchscreens 31 $2,122 $3,235 • Cost calculations are built into the list. We can Business Segment B 87 $6,003 $18,361 change the plan, then Business Group B1 87 $6,003 $18,361 simply refresh the report. Industrial Components 87 $6,003 $18,361 Grand Total 8318 $573,925 $1,984,600 Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 19
  20. Trend Reports Shows where we need to develop competencies and/or adjust staffing 8000 6000 4000 2000 0  Consistent need for FY07 FY08 FY09 FY10 FY11 multiple resources Catalogs 2000 1500 1000 500 0  Growth Trend–need to FY07 FY08 FY09 FY10 FY11 develop more expertise Motor Control 15000 10000 5000 0  Declining Trend–develop FY07 FY08 FY09 FY10 FY11 skills in other areas Controllers Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 20
  21. Challenges What we still struggle with  Data accuracy  Project names for grouping multiple deliverables  Dates in the past–people not keeping up with dates moving out  End-of-year cleanup so that metrics can be generated smoothly  Corporate IT issues  Company needs to provide and maintain a SharePoint server  Complying with IT governance • Version • Features • Site migration to new server  Redundant to other company time-tracking systems  Timeliness of each person in tracking their data Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 21
  22. Tips for Getting Started Define business needs  What does management want/need?  What do contributors want/need? Decide what you want to know Scope what you want to include Define fields that will give you what you want out of the system Some of the things that we are tracking Tracked Item Based on Data Fields Project duration Actual start date, Actual completion date Hours/pub type Pub type, Actual hours worked Annual business unit support Business unit name, Actual hours worked, Fiscal year Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 22
  23. Once It’s Up and Running Expect an ongoing commitment Create a standard set of reports for your metrics Experiment with year-to-year data to identify trends  For example, Development time is greater for new publications and varies by product line, but Editor time is not impacted Identify improvement areas  For the tool  For data entry  For reports Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 23
  24. Where We Are Now Using SharePoint WSS3, our company-wide environment Using our Project List and Time Tracking Tool since June 2008  Over 1300 active projects  More than 6500 completed records from 2006-2011* *Records for 2006-2007 were loaded from spreadsheets to get our legacy data into the tool Using our metrics 45000 40000 Annual Totals provides estimates 35000 that are over 80% 30000 25000 accurate 20000 15000 Actual Hours 10000 5000 Estimated Hours 0 FY09 FY10 FY11 FY12 Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 24
  25. Results Our Project List and Time Tracking Tool allows us to  Manage data for multiple teams in different locations  Solve business need for consolidated/consistent view of our workload  Enable simultaneous access to multiple users  Improve ease-of-use for time entry  Achieve data consistency (pull-down menus, radio buttons, pop-up calendars)  Track work for all roles (Architect, Developer, Editor)  Quickly generate a variety of reports  Enable accurate labor-hour reporting, as well as annual planning and budgeting to business units  Change the list design whenever we need to without shutting down our tracking system Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 25
  26. Questions? Liz Gardipee - lkgardipee@ra.rockwell.com Kathleen Ruggeri - keruggeri@ra.rockwell.com Follow ROKAutomation on Facebook & Twitter. Connect with us on LinkedIn. www.rockwellautomation.com Copyright © 2012 Rockwell Automation, Inc. All rights reserved.

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