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Enterprise Project Management Webinar (2010)

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EPM Webinar in Mar 2010: Lessons Learned in EPM Implementation

EPM Webinar in Mar 2010: Lessons Learned in EPM Implementation

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  • 1. EPM Implementation Lessons Learned Microsoft Webinar 30 March 2010
  • 2.
    • Project management consulting firm
    • Specialized in:
      • Portfolio analysis and project management training
      • Portfolio, program and project management consulting
      • Microsoft Enterprise Project Management (EPM) & Project Portfolio Management (PPM) solutions
    • Customers
      • Government agencies; defence industry; banking and financial institutions; high tech R&D centres; bio-science; engineering; oil and gas.
    About us… Copyright © 2010 Systemethod Pte Ltd
  • 3.
    • Nah Wee Yang PMP
    • Managing Director – Systemethod Pte Ltd
    • Career – Reuters, KPMG Consulting
    About me… Project Management Consulting Project Management Training Training, Coaching, Mentoring EPM Implementation PMP® Exam Prep Classes PMO Setup Planning Workshop Project Management Simulation Copyright © 2010 Systemethod Pte Ltd
  • 4. EPM Implementation for an Engineering Company Let’s Share Our Experience… Copyright © 2010 Systemethod Pte Ltd
  • 5.
    • Project Sponsor: the CIO
    • Project Management: IS Department in a Matrix Organization
    • Supporting: 8 x Departments, 20 x Sections
    • Key Users’ Profile:
          • Executive and Project Managers  50
          • Project Leaders  80
          • Project Management Knowledge  Intermediate
          • Microsoft Project Knowledge  Intermediate
    • Management Support to EPM  HIGH
    • Staff Resistant to EPM  LOW
    Copyright © 2010 Systemethod Pte Ltd Background
  • 6.
    • Standardization
      • To Standardize Project Information Collection
      • To Standardize Project Reporting
    • Efficiency
      • To Minimize Effort in Project Administration
      • To Maximize Value in Project Data Collected
    • Transparency
      • To Monitor and Control Project Activities from Single Platform
      • To Access Project Information from Single Platform
    Copyright © 2010 Systemethod Pte Ltd Objective of EPM Initiative
  • 7.
    • Some of the Requirements:
          • Share project documents in controlled environment
          • Track and manage project issues and risk registers
          • Manage staff involvement in project / non-project activities
          • Consolidate information on resource utilization in all projects
          • (Re)Allocate and (re)assign project resources by RBS
          • Standardize status updates by project teams
          • Collect timely and accurate “actual data”
          • “ Portfolio view” of all projects in progress
          • “ Traffic light” project health indicator
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 8. Custom Fields OLAP AD SharePoint SharePoint Project Ctr Data Analysis Timesheet Report / Timesheet Resource Ctr Project/Resource Ctr Resource Ctr Issues / Risks Workspace
    • Solutions:
          • Share project documents in controlled environment
          • Track and manage project issues and risk registers
          • Manage staff involvement in project / non-project activities
          • Consolidate information on resource utilization in all projects
          • (Re)Allocate and (re)assign project resources by RBS
          • Standardize status updates by project teams
          • Collect timely and accurate “actual data”
          • “ Portfolio view” of all projects in progress
          • “ Traffic light” project health indicator
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 9. EPM Architecture Technologies Microsoft Project Professional Microsoft Project Web Access Microsoft Windows Server 2003 Microsoft Project Server 2007 Microsoft SharePoint Services Microsoft SQL Server 2005 SQL Analysis Services SQL Reporting Services Microsoft Active Directory Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 10. EPM Project Web Access (PWA) View Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 11. Project Schedule Creation Resource Allocation Timesheet Update Project Update Project Closing Workflow & Processes Microsoft EPM Implementation
  • 12. Resource Allocation Timesheet Update Workflow & Processes
    • What resources do I want to manage?
    • Who will approve the assignment/allocation?
    • When do I need these resources?
    • How am I going to assign resources to activities?
    • What is the purpose of timesheet?
    • Who will provide the update?
    • How much detail do I need to track?
    • When do I need the timesheet info?
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation Project Schedule Creation Project Update Project Closing
  • 13. Workflow – Resource Allocation Select Project Resources Assign Tasks to Resources Route Tasks to Resources Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation EPM Lingo
    • Build Team from Enterprise
    • View Resource Availability
    • Publish Assignment
    • Email Notification
    • Resource Name
    • Task Owner
    The “Human” Touch Talk to Functional Manager Meeting with Team Make sure everyone understand the project tasks
  • 14. Resource View Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 15. Thu Fri Sat Sun Mon Tue Wed Enter hours worked by task for each working day Starts on Thursday Submit timesheet on Wednesday Thu Approval updates By Thursday 13:00hr
      • Time sheet period
      • Actual Work and Work Remaining
      • Timesheet approval / acceptance by PM
    Workflow – Timesheet Submission Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 16. What’s in a Timesheet?
    • Project Information
      • How much time spent in projects
      • How much time spent in each project task
    • Non-Project Information
      • How much time spent in operational (functional) work
      • How much time spent in meetings, training, etc.
    Tracking Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation actual data Why Need This Info? Basis for Tracking e.g. Resource Utilization, Variance Report etc. Baseline Actual
  • 17. What’s in a Timesheet?
    • What to Track?
      • How much WORK completed  actual work
      • … and how much WORK to be done  remaining work
    • Actual Work & Work Remaining
      • Team Member enters total hours spent on a particular task for each working day, and enter remaining work , if required
        • Work = Remaining Work + Actual Work
        • % Work Complete = Actual Work / Work
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 18. What’s in a Timesheet?
        • Work = Remaining Work + Actual Work
        • % Work Complete = Actual Work / Work
    Activity 1 Work = 15 hrs Actual Work = 5 hrs Remaining Work = 10 hrs % Work Complete = 33.33% Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 19. Timesheet View Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation Sample Timesheet View (to be included) Planned Work Actual Work Remaining Work % Work Complete
  • 20. What do we get?
    • Variance Report
    • Identify Resource Bottlenecks
    • Effective Resource Management
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation Resource Workload by Project
  • 21. Planned workload by Project What do we get?
    • Resource Utilization in Projects
    • Resource Requirements in Projects
    • Department Involvement in Projects
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation
  • 22. What do we get?
    • Consolidated Resource Utilization Views
    • Identify Resource Intensive Projects / Activities
    • “ What-if” analysis using Portfolio Modeler
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation Total Time Spent in Projects
  • 23. What do we get?
    • Consolidated Resource Utilization Views
    • Resource Involvement in Non-Project Activities
    Copyright © 2010 Systemethod Pte Ltd Microsoft EPM Implementation Total Time Spent in Non-Projects
  • 24. What have we done Right ? What could have been done Better ? Copyright © 2010 Systemethod Pte Ltd
  • 25. #1
    • Set the Expectation
    • EPM system is a tool, not a silver bullet. We still need to interact with people for decision making to solve project issues. With active participation from Team Members most issues can be resolved.
    • Define the primary objective before start implementing EPM – too complicated can be overwhelming
    EPM Implementation Copyright © 2010 Systemethod Pte Ltd essons earned L
  • 26. #2
    • Start as Pilot
    • Quick start – the sooner the EPM is deployed the faster the adoption.
    • Keep it simple and show users the value of EPM
    • Avoid causing unnecessary overhead to other on-going projects.
    • Start new projects in EPM rather than those projects near completion.
    EPM Implementation Copyright © 2010 Systemethod Pte Ltd essons earned L
  • 27. #3
    • Incremental Deployment
    • Start at department level and subsequently roll out to enterprise
    • Start as out-of-the-box implementation and avoid any customization in the beginning. If function cannot be achieved, look for 3 rd party add-on product.
    EPM Implementation Copyright © 2010 Systemethod Pte Ltd essons earned L
  • 28. #4
    • Project Schedule Should be Comprehensive
    • Foundation for timesheet
    • Clear and concise work statement to Team Members
    • Standardize project schedule development approach
    • Develop own project schedule, DO NOT rely solely on schedules given by external parties / vendors
    EPM Implementation Copyright © 2010 Systemethod Pte Ltd essons earned L
  • 29. #5
    • Training to the Stakeholders
    • User must feel confident in using the system
    • Not just system training, but also Project Management Training
    • Users need to understand the value in submitting timesheet
    • Management need to understand the value of analysing timesheet information for monitoring and control
    EPM Implementation Copyright © 2010 Systemethod Pte Ltd essons earned L
  • 30. #6
    • Key Technical Considerations
    • Resource Breakdown Structure
    •  Used in security and also as one of the dimensions in OLAP report
    • EPM Security Model (Access Rights)
    •  Viewing, approving and editing rights on schedule, resources, projects
    • Report Requirements
    •  Determine the extend of project (actual) information required for collection
    EPM Implementation Copyright © 2010 Systemethod Pte Ltd essons earned L
  • 31. Q & A Art and Science have their meeting point in Method [email_address]
  • 32. Art and Science have their meeting point in Method We are the Art and Science in Project Management [email_address] Thank You