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Microsoft Project Online for Project Managers

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This course is designed to teach project managers how to effectively manage projects and resources in the Microsoft Office 365 PPM (Project Online) environment. Participants will learn how to initiate projects in the Project Web App (PWA) and Project Professional, collaborate with project sites, interact with the ribbon in the Project Online Project and Resource centers. Students will also learn how to manage task assignments and timesheet updates. Creating, saving, publishing and managing projects and resources will be covered. We will also work with Reporting and Power BI.
This course also available On Site or In the Cloud. Group discounts also available. Call us to learn more (972-996-1895)

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Microsoft Project Online for Project Managers

  1. 1. Agenda Working with the Project Center Managing views and notifications settings Proposals and Demand Management Office 365 PPM (Project Online) Overview
  2. 2. Agenda Working with Project Professional Managing Resources Managing Tasks and Approvals Managing Timesheets and Approvals
  3. 3. Agenda Managing Issues, Risks and Documents Managing the Project Site Working with Status Reports Portfolio Management & Analysis Business Intelligence and Power BI
  4. 4. Topics Components of an O365 PPM Solution Office 365 PPM Overview What is O365 PPM Role of the Project Manager
  5. 5. 1.1 What is O365 PPM/Project Online • Project has a long history and is used by millions of Project Managers around the world. • Powerful tool to help develop a plan, manage resources and tasks, track progress and analyse workloads and performance. Originated from Project on the desktop Microsoft Project was the company’s third Windows-based application…
  6. 6. What is O365 PPM/Project Online What is O365 PPM/Project Online?
  7. 7. What is O365 PPM/Project Online • Deliver to almost any device • Think of the Evolution of tools as follows: • Outlook/Excel • SharePoint Online (Task Lists) • Project Pro (Office 365) • Project Online Microsoft’s Strategy
  8. 8. What is O365 PPM/Project Online • Project Online (Project Server in the cloud) • Office 365 with Project Professional • SharePoint & SharePoint Online (Task Lists) • Office 365 Project Lite (Team Members) • Project Professional vs Project Standard So many ways to manage projects
  9. 9. 1.2 Role of the Project Manager • Project Managers are responsible for the execution and management of projects within the organization. PM’s will use the tool to initiate, plan, manage and close projects. • They will also have team building and collaboration features available to them. Sophisticated reporting capabilities will also be part of their toolset. Project Manager
  10. 10. Role of the Project Manager • Resource Managers gain visibility and insight into availability and assignments of resources across the enterprise. This information improves the ability to forecast work load and resource demands. Resource Manager
  11. 11. Role of the Project Manager • Team Members participate in the success of the project by providing status of their assignments, reporting issues and collaborating with other team members and stake holders. The tool provides an easy to use and familiar interface for TM’s to get the job done. Team Member
  12. 12. Role of the Project Manager • Portfolio Managers have broad visibility and editing permissions. They will typically need access to projects across departments and business units. • Portfolio Viewers (Executives) have similar visibility but without the editing permissions. They are meant to see the projects but not edit them. Portfolio Viewers (Executives) & Portfolio Managers
  13. 13. 1.3 Components of O365 PPM Functional Components of PPM Microsoft Project Online (MSPO) is made up of multiple functional components that enable Project Managers to be effective at creating, managing and reporting against projects , programs and portfolios in the organization. • Project Management • Resource Management • Task Management • Timesheet Management • Demand Management • Risk & Issue Management • Document Management • Site Management • Status Reporting • Portfolio Management • Business Intelligence & Reporting • Project Online Administration
  14. 14. Topics Enterprise Projects & SharePoint Task Lists Working in the Project Center Managing Projects in the Project Center Creating new projects
  15. 15. Managing Projects in the Project Center • Project Center provides a central repository for projects • Projects can be organized by grouping and filtering • Columns/Fields can be moved, hidden and managed for each individual PM Managing Projects
  16. 16. Managing Projects in the Project Center • Projects must be “checked out” to be edited • Only one user can have a project checked out at any given time (in PWA or Project Pro) • Other PM’s can view the project in “read only” Checking In and Checking Out
  17. 17. Managing Projects in the Project Center • Projects that are checked out and being edited are in a “draft” state or being managed in what's known as the Draft Store. • PM’s can continue to update and modify project schedules and save them • Using the Publish command then transfers the updates to what's known as the Publish Store • PM’s with read only access can only see updates sent to this published location Saving and Publishing
  18. 18. Managing Projects in the Project Center • PM’s can set “direct” permissions against their projects • These permissions sit on top of the underlying security model in place • PM’s can determine rights such as opening, editing, publishing and viewing site information • PM’s can determine which projects and which users these permissions apply to Setting direct Permissions
  19. 19. Managing Projects in the Project Center • PM’s will also manage project properties from here • This includes fields such as the Start Date, Project Owner and other custom field information • Updates made to project properties do not need to be published, just saved. Project Properties
  20. 20. Creating new projects • PM’s will initiate new projects from this location • Templates and other settings will be configured to help the PM determine what “type” of project they are creating • This is often the preferred method when creating a new project Creating new projects
  21. 21. Creating new projects • Each project may have a project site and is the central site repository for documents, issues, and risks related to that project • The site is generated when the project is published can then be customized by each project manager (owner) Working with Project Sites 3 Configuration options: • Create the site automatically • Don’t Create the Site at all • Allow the Project Manager to decide
  22. 22. Enterprise Projects and SharePoint Task Lists • Enterprise Projects include additional functionality including “check-in” and “check-out” • Direct permission settings and browser based editing • SharePoint tasks lists provide a “synchronization” of tasks • SharePoint tasks lists can be promoted into an enterprise project and can be used as a starting point for many PM’s Enterprise Projects and Tasks Lists
  23. 23. Topics Managing Delegates Managing Personal Settings Managing Views Working with Alerts
  24. 24. Managing Views • Views can be created or copied from existing Out of the Box (OOTB) views • Custom Enterprise fields can be added to the views • Filtering and Grouping can be accomplished with Views • Views are associated to Security Categories to determine who can interact with the View (when configured with Project Server security mode) Working with Views
  25. 25. Managing Views • Project • Project Center • Resource Center • Resource Assignments • My Work • Resource Plans • Project • Team Tasks • Team Builder • Timesheets • Portfolio Analyses • Portfolio Analysis PWA View Areas
  26. 26. Managing Views • Resource Assignments • Resources are first selected • Contains resource assignment information • Not editable from this area • Display, grouping and filtering options are available Resource Center Views • Resource Availability Contains availability information about resources that are selected A subset of views are available from this area: • Assignment work by resource • Assignment work by project • Remaining Availability • Work
  27. 27. Managing Views • Jobs that you send to Project Server are managed in the Queue Area • The Personal Settings area allows you to view Jobs that have been sent to the server • This allows you to pass information along to the Administrator for troubleshooting purposes Personal Settings
  28. 28. Managing Delegates • Project Online allows for user delegation. This feature allows for one user acting as another in every part of the Project Web App. • The permission level difference of one user compared to the other does not affect the ability to use the delegate feature. Delegates
  29. 29. Topics Proposals & Demand Management Demand Management Overview Proposals & Workflow Management Working with EPT’s and PDP’s
  30. 30. Demand Management Overview • Allows the ability to capture all “demand” (i.e. work proposals) in one single place • Provides decision making opportunities on which proposals to approve and then track their progress • Demand Management in Project Online can be simple or complex Demand Management Overview
  31. 31. Demand Management Terms • Created in the Project Center by PM • Governs project and proposal lifecycle • Most often aligned with Departments Enterprise Project Type (EPT’s)
  32. 32. Demand Management Terms • Represented as a single web part page in PWA • Used to drive the project lifecycle Project Details Pages (PDP’s)
  33. 33. Demand Management Terms • Supports the notion of multi-stage lifecycles with approvals • Provides Stages within Phases which are then connected to form complete project lifecycles via workflows Workflow (Phases, Stages and Approvals)
  34. 34. Topics Working with Project Professional Managing Enterprise Projects with Project Pro Saving and Publishing Projects Building teams with Project Pro Importing Projects Taking projects offline and maintaining projects Working with multiple projects
  35. 35. Managing enterprise projects with Project • Draft vs Publish options • Browser based project editing • Performance enhancements over task lists • Assignment management and control • Leverage the power and functionality of Project Professional Enterprise Projects
  36. 36. Saving and Publishing projects • Publishing moves Schedule to Published Database • Project Manager is prompted to create the Project Site • Team Members are notified • Schedule is available in the Project Center Saving = Draft Publishing = Publish
  37. 37. Building teams with Project • Project Managers have multiple means to built teams including with Project Pro • PM’s can filter and search for the right resources • Similar functionality is found in PWA Team Building
  38. 38. Importing projects • Importing stand alone projects • Vendors or consultants may send projects that need to be imported • Resources and custom fields need to be mapped to enterprises resources and enterprise fields Stand alone projects imported
  39. 39. Taking projects offline and maintaining projects • Working offline when not connected to Project Server • Project Managers may be in the field or the project server may not be available • Synching updates when connection is reestablished and the changes made offline are automatically synched back to the server • Renaming and deleting projects Offline allows PM’s to continue to work
  40. 40. Working with multiple projects • Opening multiple projects has many benefits by opening projects from PWA into Project Professional • The “temporary” master project will not be saved • Dependencies and allocations can be managed with multiple projects open and they can create dependencies and resolve over/under allocations when multiple projects are open Managing multiple projects
  41. 41. Topics Managing Resources Managing and Analyzing Enterprise Resources Team Building with the Enterprise Resource Pool Requesting and approving Enterprise Resources
  42. 42. Enterprise Resource Pool Overview • Contains all enterprise resources • People, equipment and material • Are elements of direct costs • Uses Project Professional when editing resources Resource Pool
  43. 43. Understanding Resource Categories and Types • Project Professional • Work Resources = resources to model people and equipment • Material Resources = resources to represent the supplies consumed during the project • Cost Resources= resources that allow PM’s to apply cost at the point of assignment Resource Types
  44. 44. Understanding Resource Categories and Types • PWA and visible in Project Professional • Enterprise Resource Named (Joe Blow) that login’s (Windows Account/Office 365 Account • Enterprise Resource Unnamed (Carpenter) • Enterprise Resources Named (Joe Blow) that doesn’t login (No PWA license) • Generic Resources = Placeholder (no actuals being tracked) • Local Resources = Just for that project Resource Categories
  45. 45. Team Building with PWA • Team’s can be built from the Project Center • This allows for Resource Managers or project managers to identify the necessary resources to build onto a project schedule • Team’s can be built from within Project Professional • While project managers have the project schedule open, they can identify and build team members on to their project schedules Building Teams
  46. 46. Topics Managing tasks and approvals Assigning tasks to resources Managing Updates Managing Approvals and setting rules
  47. 47. Publishing Assignments • Assigning and Notifying Team Members • Project Managers can use PWA or Project Professional to assign resources • Project Managers will assign the same way they would if they were not connected to Project Server • Controlling the Notifications • Project Managers can use the “publish” task field to determine when team members are notified Assigning Tasks
  48. 48. Tracking Method • Current Configuration Settings • What is the Tracking Method? • Crawl, Walk, Run approach • Tracking Options: • % Work Complete • Actual work done and work remaining • Hours of work done per period • Free Form Assigning Tasks
  49. 49. Publishing Assignments • Assigning and Notifying Team Members • Project Managers can use PWA or Project Professional to assign resources • Project Managers will assign the same way they would if they were not connected to Project Server • Controlling the Notifications • Project Managers can use the “publish” task field to determine when team members are notified Assigning Tasks
  50. 50. Managing Updates • Keeping Schedules “Up to Date” • Determine when Schedules are published • Setting Deadlines to team member submissions • For example, EBD (End of Business) on Thursday Updating Tasks
  51. 51. Approval Center • Central location for approving task updates • This central location makes it easy for the project manager to accept or reject updates • The project manager can also preview updates before approving • Project Manager can control auto updates and auto publishing • The project manager can control updates by automating the acceptance based on users • Project managers can also control the publishing of the projects from this area Approving Tasks
  52. 52. Topics Managing timesheets and approvals Creating and submitting timesheets Managing Timesheet approvals, rejections and recalls
  53. 53. Creating and Submitting Timesheets • Team members create timesheets to track non-project time for a given period • Team members will then submit their time for approval • Administrative time categories and vacation requests can be managed here • Team members can add line items where appropriate to “charge” time against those categories • Vacation requests can also be managed here Timesheet Management
  54. 54. Managing Timesheets • Timesheet managers will review, approve or reject timesheets as part of their job role • Timesheet settings can be auto-approved, or have a fixed approval routing based on the system configuration • Approval Center provides a central location for managing timesheets • The Approval Center gives the timesheet manager many areas to see pending timesheets, recall timesheets where appropriate and review historical timesheets Timesheets
  55. 55. Topics Issues, Risks and Documents Managing issues, risks and documents Managing relating items
  56. 56. Managing Issues, Risks and Documents • The project site is the central repository for project content such as issue and risk information • Issues and risks are stored as lists in the project site • Issues and risks have the ability to be linked back to a specific task in the project schedule • Managing list information provides a central location and reporting capabilities • These list items can then be aggregated across multiple projects for reporting purposes Issues, Risks and & Documents
  57. 57. Managing Documents • The project site is also a repository for supporting documents • The project site document library can also have links back to the project schedule • Documents here can include any number of document types such as Office and PDF documents • Project Managers can leverage the power of SharePoint for project artifacts • Because its built on SharePoint, project managers can leverage alerts, versioning, check-in/check out and security at the library and file level Documents
  58. 58. Topics Managing permissions and users Managing the Project Site Working with Site Contents and Site Settings Creating and Managing site Apps
  59. 59. Site Management • Project site management includes the creation and management of site assets and features • Project managers can create additional lists, libraries, pages and sub sites to support the project initiatives • Site management gives the Project Manager full control of the site • Project Managers can also control access to site assets down to the file level • Alerts can also be set to notify team members of new items being added to the site. Managing Project Sites
  60. 60. Managing Deliverables • Deliverables managed from PWA and Project Professional • Project managers can create and edit deliverables from PWA and Professional • A dedicated deliverables pane available in Project Professional • Deliverables list made available to stake holders leadership • Deliverables show up in deliverables list without publishing and updates work back and forth Deliverables
  61. 61. Working with Lists and Libraries • New libraries and lists can be created and managed on a site by site basis • Project managers can create new lists and libraries and configure versioning, custom columns and workflow when appropriate • Customization can be preserved as a template • New project site templates can be created and then associated to Enterprise Project Types when custom sites are required Customizing the Site
  62. 62. Topics Working with Status Reports Create and manage Status Reports Managing status report responses
  63. 63. Creating Status Reports • Status reports help with communication • Project managers can use status reports to gather status information from team members • This is not the same as task and timesheet updates • Status reports can be asked of one or many team members and resources and are not project or initiative based Status Reports
  64. 64. Replying to Status Reports • Team members and other PWA users will be notified of pending status reports • Team members can also add additional areas to comment and respond • They can also choose to include other management during the status report response • Team member can also create an unsolicited response • Team members can be proactive and create an unsolicited response and add line items at their discretion Replying to Status Reports
  65. 65. Topics Portfolio Management & Analysis Understanding Portfolio Management Creating and Managing a Portfolio Analysis
  66. 66. 12.1 Understanding Portfolio Management • Project portfolio is a term that refers to an organization's group of projects and the process in which they are selected and managed. • The project portfolio is strategically selected to advance the corporation's organizational goals. Project Portfolio Defined
  67. 67. Understanding Portfolio Management • The centralized management of the processes, methods, and technologies used by project managers and project management offices (PMOs) to analyze and collectively manage current or proposed projects based on numerous key characteristics.* • The objectives of PPM are to determine the optimal resource mix for delivery and to schedule activities to best achieve an organization’s operational and financial goals, while honouring constraints imposed by customers, strategic objectives, or external real- world factors.* Project Portfolio Management (PPM) *Defined by Wikipedia
  68. 68. Understanding Portfolio Management • Portfolio and Project Managers can use predefined organizational strategies to drive proposal selections • Proposals capture cost and impact on defined business drivers generating relative project/value scores across a portfolio Strategy and Drivers
  69. 69. Understanding Portfolio Management • Business drivers are used to assess project strategic value and to assure that project selection supports the organizational strategy. • The prioritization exercise takes into account both objective and subjective concerns regarding relative driver weights. Driver Prioritizations
  70. 70. 12.2 Creating and managing a new Analysis • Proposals and Projects can be compared and analyzed against cost and resource constraints. • After proposals are submitted, the next step is to determine which proposals will be approved as projects. • The portfolio analysis features in the Project Web App can help you evaluate cost relative to strategic value for each proposal. Portfolio Analyses
  71. 71. Topics Business Intelligence and Power BI Learn about existing BI reports Learn about Dashboard Reporting using Power BI
  72. 72. Working with sample reports • Microsoft provides a number of Out of the Box (OOB) reports to help you get started • OOB reports can be saved with new names and pointed to new customized Office Data Connection (ODC) files Sample Reports
  73. 73. Working with Office Data Connections • ODC files provide connectivity and queries for pulling data forward from the PWA reporting database • ODC files need to be exported while editing Sample Reports
  74. 74. Dashboard Pages • Dashboard pages provide distinct areas to consume various online, dynamic reports • Web parts such as Excel Web Access web parts can be added in various zones on a dashboard page Sample Reports
  75. 75. Power BI • PWA Data in a self-service business intelligence and analytics environment built on the foundation of Excel and other services • Power Query, Power Pivot, Power View are all powerful additions available with Excel and Office 365 • The Power BI for Office 365 Project Online is a cloud-based solution that enable communication and collaboration and reduces the obstacles for deploying powerful data-driven reports Power BI

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