Enterprise project management 101


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Enterprise project management 101

  1. 1. Enterprise Project Management 101`@nateauchterNATE AUCHTERPerformance ConsultantMCTS: Project, Project ServerEACOE: Enterprise Architectnathaniel.auchter@robbinsgioia.com/in/nateauchter/
  2. 2. @nateauchterAgendaDefinitions & Scope Project Management Using the Tools How to Start NOW!
  3. 3. @nateauchter“Planning is an unnatural process; it is much more fun todo something. The nicest thing about not planning isthat failure comes as a complete surprise, rather thanbeing preceded by a period of worry and depression.”- Sir John Harvey-Jones
  4. 4. @nateauchterMicrosoft Tools Outlook Excel SharePoint Project Project ServerOther PM Tools Clarity BaseCamp AtTask Planview Bamboo* EPM Live*Disclaimer*Today we are looking at Microsoft products only, though there are many tools that project managers may usefor project management. Outlook, Excel, Project, and SharePoint are only a few.
  5. 5. @nateauchterWhat is EPM?Thinking &PlanningCommunicating& CollaboratingWorking &Achieving Avoiding Failure…the field of organizational development that supports organizations in managing integrally andadapting themselves to the changes of a transformation, typically focused on investments,initiatives, and projects, programs, and portfolios.Supported by IT SystemsLeadership Mission, Strategy, Goals, and Objectives
  6. 6. @nateauchterProject Success and Failure Rates53%31%16%Large Project Success RatesUnder Performing ProjectsCancelled ProjectsSuccessful Projects36%20%15%10%4%4%11%Reasons for Under PerformancePoor Organization & PM PracticesPoorly Defined or Missing ObjectivesIneffective PlanningInsufficient ResourcesProblems with SuppliersTechnical ProblemsOther IssuesSource: Standish Group International, Survey from 2500 employeesattending PM Training - 2004
  7. 7. @nateauchterThe 9 Knowledge AreasIntegrationManagementCostManagementCommunicationManagementBuilding a Project Management Capability
  8. 8. @nateauchterThe 9 Knowledge AreasScopeManagementQualityManagementRiskManagementBuilding a Project Management Capability
  9. 9. @nateauchterThe 9 Knowledge AreasTimeManagementHuman ResourceManagementProcurementManagementBuilding a Project Management Capability
  10. 10. @nateauchterPM FrameworkMapping Knowledge Areas to PM Phases
  11. 11. @nateauchterProject Management Triangles
  12. 12. @nateauchterExperience with PMCSTAKEHOLDEREXPERIENCE(and Quality of Product)Scope Managed andDelivered Improved time to Market Increased project effortVisibility Project Goals and Scope wellunderstood and managed Improved Communication andstakeholder relationshipLess Cost Overruns Reduced redundant projectefforts Decreased cost overruns withrepeatable processesTimelines Met Resources Managed Reduced rework withrepeatable processesCOSTSCOPETIME
  13. 13. @nateauchterProject Management CapabilityPMCPMO PMISPeopleProcessesToolsSystems• Supports the generation all project documentsper PMO guidelines (charter, plans, etc..)• Facilitates communication and feedback• Monitors project activities• Controls project changes• Analyzes and forecasts project performance• Clearly details project status to team andstakeholders• Provides real-time information essential formanaging the project through it’s lifecycle
  14. 14. @nateauchterDeveloping a PMCManaging theKnowledge AreasResources &Management PracticesDeveloping arepeatable processManaging Projectsthrough the LifecyclePMIS
  15. 15. @nateauchterViews of the PMCProject to Portfolio Management
  16. 16. @nateauchterMATURITYPMC TypesProjectOfficeBasic PMCStandardPMCAdvancedPMCCenter ofExcellenceChampionProjectManagerThere is NO ONE SIZE FITS ALLSuccess depends onPM MaturityVision and Goals of SponsorPMO Drivers and Business NeedsBusiness and Organization MissionPolitical and Cultural EnvironmentNumber of ProjectsOrganization SizeEtc…Single vs.MultipleDepartmentalvs. EnterpriseTactical vs.StrategicInternal vs.ExternalAuthoritative vs. Advisory
  17. 17. @nateauchterThe PMC Management ModelsAuthoritative Hybrid Advisory
  18. 18. @nateauchterAd-Hoc• No FormalProcesses existacross theOrganizationConsistent•SecureManagementSupport•EstablishCommon GoalsAcross IT andProject Teams•Consistent Use ofDocumentedProcesses•Establish andImplement PMTrainingIntegrated•Integrate Businessand PM Processes•Integrate ProjectInformation throughServer tool (ProjectServer)•Develop AdvancedProjectManagementTechniquesComprehensive•Defined Goals for allFunctions and Processes•Promote Metrics-basedPerformance•Promote Participation ofAll Stakeholders•Establish RiskManagement Culture•Establish a PM CoreCompetencyOptimizing•ProactivelyPrevent Defects•Implement aContinuousImprovementStrategy•Achieve HighProject SuccessRatesLOW MEDIUM HIGHTacticalStrategicPMC Maturity LevelsPROJECTPROGRAMPORTFOLIOPMO Complexity Source: The Compete Project Management Office Handbook – Gerard M. Hill
  19. 19. @nateauchterAd-Hoc•Discourage“Under theTable” orUntrackedWorkConsistent•Review ProgressthroughWeekly/MonthlyStatus Checks•Provide Supportto Teams•Assist withProject Planning•Enforce ProjectStandards•Strengthen PMSkillsIntegrated•IdentifyOverlappingProjects•Perform TroubledProject Rescue/Abandonment /Postponement•Monitor ProjectScope Creep•Develop AdvancedProcesses•Assist PMs tosecure buy-in andSupport fromManagers and Execs•Leverage HistoricalLessons LearnedComprehensive•Manage ProjectPrioritization and Re-Prioritization•Resource CapacityPlanning•Improve ROI•Collect Project Data inConsistently Used ServerTool (Project Server)Optimizing•Actively Manageand EnhanceProcesses andProcedures•Achieve HighProject SuccessRatesLOW MEDIUM HIGHTacticalStrategicPMC ObjectivesPROJECTPROGRAMPORTFOLIOPMO Complexity Source: The Compete Project Management Office Handbook – Gerard M. Hill
  20. 20. @nateauchterProject Management MaturityPEOPLE No PM Background Basic PM Training PM CertificationPROCESS Ad-HocPM ProcessStandardizedAutomatedWorkflows, PortfolioReportingTECH/TOOLSPaper, Word, Excel,EmailTemplates,Scheduling andCollaboration ToolEPM/PPM ToolInitial Repeatable Defined
  21. 21. @nateauchterLOW MEDIUM HIGHTaskMgmt• TaskManagementwithOutlook,Excel andSharePointProjectCollaboration•SharePoint•Manage ProjectDocuments•Manage TeamCalendar, Tasks,ActivitiesScheduling &Insight•Use ProjectProfessional forScheduling•Synchronize withSharePoint TasksList•DevelopCharts/Reports toillustrate ProjectStatusVisibility &Control•Utilize ProjectServer forSharePoint Projects•Promote Task Listswhen Needed•Inventory ProjectsProject &PortfolioManagement•Strategy•Resource Pool•PortfolioOptimization•Integrated TimeManagement andReportingTacticalStrategicEPM Technology Maturity LevelsINDIVIDUALTEAMENTERPRISEProject Complexity
  22. 22. @nateauchterAd Hoc PM with Excel & OutlookTasks could be rows in anExcel WorksheetTasks could be assignedthrough emailCosts and Schedule couldbe stored in a WorksheetProject Worksheets andmaterials are emailedaround to the projectteamTactical
  23. 23. @nateauchterOrganized PM with SharePointPhase 1•Utilize SharePoint for TaskManagement•SP Users can be assigned,tasks are updated andmarked complete•Task lists can be synced withOutlookPhase 2•A Project Site is deployed inSharePoint•Sync Task Lists, Sync ProjectCalendar•Document managementand timeline managementPhase 3•Detailed Scheduling isperformed using MS Project•Project files are synced withSharePoint Task lists•Reports are deployed toServer
  24. 24. @nateauchterOptimized PM with Project ServerPhase 1•Inventory Project FileManagement•Enterprise Resource Poolutilized•SharePoint Sites for ProjectsPhase 2•Business IntelligenceAggregates and DisplaysProject and Portfolio Data•Demand ManagementWorkflow Deployed•Resource Capacity PlanningPhase 3-N•Business StrategyInformation input intoSystem•Portfolio decisionsoptimized on Strategy•Timesheet capability andStatus Reporting
  25. 25. @nateauchterDEMO
  26. 26. @nateauchterUse BusinessIntelligenceAlign to StrategyPool ResourcesDeploy DemandManagement WorkflowCollaborateSynchronizeManage inDetailOrganizeTemplatizeEachcapabilitydrives thePM maturity
  27. 27. @nateauchterStart NOW!Learn the PMProcessesDeploy a PMIS(hint)CentralizeDocumentsStreamlineCommunications
  28. 28. @nateauchter“We are what we repeatedly do.Excellence then, is not an act, but a habit.”- Aristotle
  29. 29. @nateauchterSources1. Schwalbe, Information Technology Project Management, Sixth Edition, 2010.2. SimCrest, Round Table Blog – 9 Project Management Areas. www.simcrest.com3. The Compete Project Management Office Handbook – Gerard M. Hill4. SharePoint 2010 for Project Management – Dux Raymond Sy, O’Reilly 2012
  30. 30. @nateauchterTHANK YOU!