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The PMO's Modern Workplace - Benefits of Moving to Project Online


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Everything is moving to the cloud! Project Online’s cloud-based platform provides the full capability of Project, together with SharePoint and integration with the entire Office 365 Suite. For today’s modern PMOs, making quick decisions based on real time data is critical. Agility can’t be accomplished when your project data isn’t centralized in a shared environment. Migrate in a fraction of the time and deliver project transparency to your organization for better decision making and collaboration. As your PMO evolves, so must your environment. Topics include:

• The PMO Evolution
• PMO Challenges
• ROI of Migrating to Project Online
• PMO Capabilities in Project Online
• Migration Tools for Success
• Digital PMO/Office 365/Project Online Demo

Published in: Technology
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The PMO's Modern Workplace - Benefits of Moving to Project Online

  1. 1. Digital Productivity Solutions Built for the Microsoft Cloud The PMO’s Modern Workplace Benefits of Moving to Project Online Reimagine Business Productivity
  2. 2. • Evolution of the PMO • PMO Challenges and Trends • Benefits and ROI of Moving to Project Online • PMO Capabilities in Project Online • Migration Approaches and Considerations • Demonstration • Summary & Next Steps Topics
  3. 3. 86% of CEOs consider Digital their #1 priority Digital Transformation occurs through projects and programs 1 Source: PWC CEO Survey
  4. 4. Projects often fall short of their potential Do the right projects of surveyed companies reported high alignment between projects and strategy 43% 62% untapped potential current outcomes Do the projects right of projects meet their goals—a number essentially unchanged since 2012 Project Management Institute. “Pulse of the Profession: The High Cost of Low Performance.” 2016.
  5. 5. PMO Evolution – Lessons Learned • Process-driven doesn’t mean much • Delivering the project isn’t enough • Resource capacity ALWAYS matters • Dependencies are part of your constraints • Troubled projects require immediate attention • Speak the language of the business - always • Software alone isn’t enough
  6. 6. PPM Trends for 2020 • The Move to the Cloud – Digital PMOs • The Rise of Agile • More New Product Development • Connected Systems • Visualizing Data • AI and Predictive Analytics
  7. 7. The Cloud Delivers Lower TCO No Upfront License Fees No Hardware Infrastructure Remove IT Barriers Lower Implementation Costs No More Upgrades Predictable On Premises = Hidden Costs Licenses Hardware Consultants Infrastructure Maintenance Dedicated Staff Upgrades 1Source: Yankee Group: Hosted vs. Premise based Sales Solutions: TCO and Trade Offs Cloud Computing: 46% Lower TCO1 9% of cost is software Licenses 68% of cost is subscription fee
  8. 8. What Does it Mean to go SaaS?
  9. 9. Continuous PPM innovation Benefit from accelerated delivery of new PPM capabilities through the cloud RELEASES EVERY 3 YEARS First PPM Server 2002 M i cr o so ft PPM Sa a S Getting started experience OData in SSIS Accelerated reporting Power BI Unlimited instances Heatmaps Multiple timelines Resource engagements 2016 on-premises Accessibility Planner iPad App PSA connector Out-of-the-box reports Mobile time reporting Planner App ACCELERATED INNOVATION IN THE CLOUD
  10. 10. Microsoft PPM is a comprehensive and intelligent solution that propels successful execution from strategy to outcomes through the Microsoft Cloud Strategy OutcomeIdeate Plan Execute Collaboration Insights Extensibility Microsoft Cloud
  11. 11. Microsoft PPM is best equipped to transform strategy into high-impact outcomes Ideate Ideate and develop project proposals that advance corporate strategy Plan Select effective portfolios and devise pragmatic project plans Execute Orchestrate execution and help ensure performance and outcomes are on track Collaboration Boost teamwork through inherent collaboration through Office 365 Insights Gain at-a-glance insights to make informed and timely decisions Extensibility Customize and extend Microsoft PPM to best serve the business environment
  12. 12. Project Online Top Benefits
  13. 13. IdeateIdeate and develop project proposals that advance corporate strategy Encourage ideation Capture business demand Translate strategy into actionable goals Establish standards and governance
  14. 14. Establish standards and governance Configure Microsoft PPM to meet the needs of the business Use workflows to help ensure projects follow a desired lifecycle Create custom templates or reuse out-of-the-box templates for each type of initiative (e.g., project, program, etc.) Create custom views and reports for simplified communications and decision making Implement and adhere to industry standards and preferred PPM techniques
  15. 15. Translate strategy into actionable goals Define business drivers to help achieve results that advance corporate strategy Define business drivers for each portfolio (e.g., product division portfolio, IT portfolio, etc.) Develop a quantitative impact scale for each business driver Assign weights to business drivers to help decision makers prioritize goals Communicate business drivers to all stakeholders
  16. 16. Capture business demand Offer a simple way to propose projects Input demand details, including benefits, estimated costs, required resources, and the impact on business drivers Assess all demand types, including large programs and projects, smaller initiatives, and ongoing work streams Easily customize data entry forms and approval routing workflows for each demand type
  17. 17. Encourage ideation Solicit ideas from across the organization and manage ideation funnel Empower individuals by including them in the ideation process Energize brainstorming through a collaborative ideation approach Control the ideation funnel to give structure to the ideation process and help ensure the right ideas are selected Create custom mobile apps to capture ideas on the go
  18. 18. PlanSelect effective portfolios and devise pragmatic project plans Conduct high-level portfolio planning Select the right projects Develop realistic project plans Manage resource demand and assignments Manage large programs
  19. 19. Conduct high-level portfolio planning Gain immediate insights into benefits, costs, and strategic alignment of proposed projects Identify and visualize the impact project proposals have on defined business drivers Quickly understand the benefits, costs, and strategic alignment of proposed portfolios
  20. 20. Select the right projects Devise portfolios that maximize benefits and honor constraints Feed the optimization model with resource and financial constraints Force mandatory, preapproved projects, like regulatory initiatives, into the portfolio Model what-if scenarios to compare alternative portfolios for more informed portfolio selection Formalize project approvals by selecting the optimal portfolio Perform ongoing portfolio optimization as new work emerges or business priorities change According to Forrester, 75% of surveyed companies experienced better strategic and organizational alignment with Microsoft PPM Forrester. “The Total Economic Impact of Microsoft Office 365 PPM.” 2015.
  21. 21. Develop realistic project plans Converge data points from across the business to create an accurate execution plan Get started fast with premade templates, or build one from scratch to meet specific requirements Create a work breakdown structure (WBS), map task dependencies and estimate work and task durations Forecast role-based demand for resources Devise a realistic project plan that considers multiple planning dimensions like resource availability, task dependencies etc.
  22. 22. Manage resource demand and assignments Support project goals and the execution plan through thoughtful resource management Compare resource demand forecasts to availability using visualized heat maps Assign specific resources or formalize requests with a built-in engagement process for project and resource (line) managers
  23. 23. Manage large programs Meet the unique management needs of large programs Establish program-specific standards, like templates, views, and reports Segregate program segments across different project managers as a best practice for managing large initiatives Use built-in collaboration tools to drive alignment and boost communications among program teams Gain program insights with detailed and highly visual reports
  24. 24. ExecuteOrchestrate execution and help ensure performance and outcomes are on track Boost efficiencies with self-reliant teams Assess the impact of new and updated work Visualize project metrics with built-in reports Gain at-a-glance portfolio insights
  25. 25. Boost efficiencies with self-reliant teams Empower team members to propose changes and submit time and task updates from anywhere Enter time and task status updates for all project and non-project work in a single place Submit time and task entries on personal devices to maintain productivity from anywhere Empower team members to add new tasks and amend assigned work as projects evolve Encourage individuals to self-assign to “team tasks”
  26. 26. Assess the impact of new and updated work Understand how resource and budget requirements change as projects evolve Regulate change management by vetting submitted updates Compare progress updates to baseline plans to assess the impact on project goals Adjust and formalize project plans by publishing modifications for all stakeholders to see
  27. 27. Visualize project metrics with built-in reports Instantly create a variety of status reports to make objective project adjustments Create powerful status reports (see partial list below) in one click to track progress and identify negative trends in progress • Burndown • Cost Overview • Overallocated Resources • Earned Value Rely on built-in dashboards and reports to communicate project status and grab management’s attention
  28. 28. Gain at-a-glance portfolio insights Roll-up portfolio status highlights and steer executives to appropriate corrective actions Customize insightful dashboards and reports to reflect portfolio performance at a glance Help executives immediately identify root causes and drill into supporting data for informed and timely decisions
  29. 29. CollaborationBoost teamwork through inherent collaboration through Office 365 Collaborate in the cloud Streamline information-sharing
  30. 30. Collaborate in the cloud Leverage the Microsoft Cloud to boost coordination across project teams Work across familiar, collaboration tools in Office 365 to drive better outcomes through more connected teams Enable real-time access to project information from virtually anywhere to connect geographically dispersed project teams Leverage native mobile apps for collaboration on the go Launch ad hoc communications with Skype for Business for accelerated decision making
  31. 31. Streamline information-sharing Collaborate on all pertinent project information to increase efficiencies and quality Share plan updates with team members to reduce time- consuming status meetings Provide project teams a single repository in the cloud to store and share project documents Host all team discussions in one place using an intuitive social feed Surface and manage risks and issues in SharePoint Online
  32. 32. InsightsGain at-a-glance insights to make informed and timely decisions Launch out-of-the-box dashboards and reports Derive advanced analytics with Power BI
  33. 33. Launch out-of-the-box dashboards and reports Encourage objective decisions with built-in reporting for the entire PPM process Quickly gain insights using preconfigured dashboards and reports for portfolios, programs, projects, tasks, and resources Choose from rich galleries of charts to create more dashboards Enable real-time decision making with anywhere access to insights across most browsers and on the native iPad app
  34. 34. Derive advanced analytics with Power BI Build custom dashboards and reports to see PPM data in different, more-applicable ways Build and share custom Power BI dashboards and reports using a variety of visualizations, like maps, to meet specific needs Integrate data from multiple sources (e.g., Microsoft PPM, financial systems, etc.) into Power BI analytics Perform ad hoc analysis with natural language query and built-in predictive analytics capabilities Access Power BI dashboards and reports from virtually anywhere to make informed decisions on the go
  35. 35. ExtensibilityCustomize and extend Microsoft PPM to best serve the business environment Manage projects in best-fit solution Enhance and tailor the PPM experience Take PPM to the next level of intelligence
  36. 36. Manage projects your way Use Microsoft PPM as an integration point for other project management tools Use Microsoft PPM as a single hub for all work Let software development teams use favorite Agile tools such as Visual Studio Team Services (VSTS) or Jira and leverage integration options to include them in the portfolio Empower teams to manage tasks in Kanban approach, with Office 365 Planner, a collaborative, intuitive work management tool
  37. 37. Enhance and tailor the PPM experience Customize user experiences with enhanced apps and partner solutions Create codeless PPM apps to enhance mobility and other scenarios, like ideation, with PowerApps Download specialized PPM add-ins developed by trusted Microsoft PPM partners from the Office Store Leverage partner solutions to integrate Microsoft PPM with third-party systems, like SAP or JIRA Develop custom integrations and workflows with Azure Logic Apps and Flow Rely on in-house development capabilities to build custom solutions using a dedicated Software Development Kit (SDK)
  38. 38. Take PPM to the next level of intelligence Harness a variety of powerful Microsoft intelligence solutions to boost PPM efficiencies Pair big data with Cortana Intelligence Suite to perform predictive analytics and surface powerful insights Include inputs from connected IoT devices for scenarios like preventative maintenance projects Use Microsoft bots for labor-intensive and low-return PPM chores Derive insights from text, speech, and visuals with APIs from Microsoft Cognitive Services
  39. 39. Value of MicrosoftHarness cutting-edge cloud technology to boost the Microsoft PPM experience
  40. 40. Build on a leader in PPM Microsoft PPM a leader in market and analyst reports 20 million users at more than 15,000 companies worldwide
  41. 41. Harness the power of the Microsoft Cloud Incorporate other Microsoft Cloud services for a powerful PPM solution Enjoy all the benefits of the Microsoft Cloud, a leader in public cloud, through Microsoft PPM Adhere to broader cloud strategy by adding Microsoft PPM Leverage a broad set of innovative cloud services to satisfy growing PPM needs
  42. 42. Forrester Total Economic Impact – 2018 Results Reportingefficienciesresulted in a 60%timesavingsfor project managers Improved resourceutilizationled to $3.5millionof savingsover three years. 83%reduction inovertimecostsdue to increased project visibility leading to improved resource utilization Increasedtransparencyinto project performance Improvedcustomersatisfactionand on-time delivery Provided synergies with Office 365 for enterprisecollaborationacross project and non-project work Source: Forrester “The Total Economic Impact™ ofMicrosoft Project Online” Composite Organization Benefits and Returns Resource Management Payback Period
  44. 44. SUMMARY & WRAP UP
  45. 45. The Value of Project Online vs. Project Server • Risk Reduction • Financially backed guarantee of 99.9% uptime • Layers of Security • Monitoring and Access Restriction • Independently Verified • Strategic Spending • Resource’s can spend time on the business vs. maintenance & support • Op-ex leaves more capital that can be invested into the business • More Capabilities • Accelerated release cycles on the cloud • More features sets available • Faster resolution of bugs, incidents • Economies of Scale • Supports Peak Load Times • Shared Infrastructure • Lower Operating Costs • Disaster Recovery Included
  46. 46. Migration Data Elements Project Schedules (potential clean-up) Resource Pool (domain transfer?) SharePoint Workspace Data Timesheet Data Resource Plans
  47. 47. Migration Configuration Elements Project Server Configuration Project Server Customization(s) SharePoint Workspace Template(s) SharePoint Workspace Customization(s) Custom Reports (Custom Report Export)
  48. 48. Archive Options CSV / Excel File Quicksimple report generated with PowerBI thatcan beexported & stored as ExcelorCSVFile. Pros: • Lowcost • Simplesolution Cons: • Not ina database format • Not easy toaccess documents SQL On-Prem Storedata incurrent SQLdatabase and report offofthecurrent Project Server& SharePoint databases leveringreporting toolssuch as PowerBI. Pros: • Stored incurrent database format • Maybe abletoget to documents easier Cons: • Expenses associated with data storage SQL Azure Storedata inAzure SQLdatabase and report offofthecurrent Project Server& SharePoint databases leveraging reporting toolssuchas PowerBI. Pros: • Stored incurrent database format • Simpleaccess • Storage typicallycosts lessin cloud Cons: • Expenses associatedwith data storage
  49. 49. Sample Migration Timeline & Approach Start Mon 5/23/18 Finish Tue 8/23/18 May 29, '16 Jun 5, '16 Jun 12, '16 Jun 19, '16 Jun 26, '16 Jul 3, '16 Jul 10, '16 Jul 17, '16 Jul 24, '16 Jul 31, '16 Aug 7, '16 Aug 14, '16 Aug 21, '16Plan Mon 5/23/18 - Tue 6/28/18 Architect Mon 5/23/18 - Tue 6/14/18 Build Wed 6/8/18 - Tue 7/5/18 Test Wed 6/15/18 - Tue 8/2/18 Deploy Wed 8/3/18 - Tue 8/23/18 Test Migration Wed 7/20/18 - Tue 8/2/18 Training (required for Productio n Move) Wed 8/3/18 - Tue 8/9/18 Other Training & Support Wed 8/10/18 - Tue 8/23/18 Unit Test Wed 6/15/18 - Tue 7/12/18 UAT Wed 6/22/18 - Tue 7/19/18 Production Migration Start Tue 8/9/18 Production Migration Complete Fri 8/12/18 Plan Architect Configure / Build Test Deploy
  50. 50. • JV with Microsoft in 2002 • Global footprint • Consulting, Business Applications, Managed Services, global support and Staffing • 6,500 global employees • Client focused, proven track record, passion for technology • Microsoft Global Partner (Triple Gold) About Wicresoft San Diego Seattle Canada Chicago New Jersey North Carolina Sweden Belarus Beijing Shenzhen Tokyo, Osaka, Nagoya Shanghai Australia Top 1% of Microsoft Partners Microsoft P-Seller
  51. 51. Business Applications Education & Training Consulting Services Staffing Services Managed Services • PPM • Scaled Agile • PSA • Digital Workplace • Sales & Marketing • Field Service • Service Management • Human Capital • Microsoft Technology • PMO • Leadership • Project Management Fundamentals • Agile • SAFe • PMBOK • Microsoft Technology • Implementation • Advisory Services • PMO Transformation • Agile Transformation • Digital Workplace • Microsoft Technology • Project Management • Agile Transformation • Digital Workplace • OSS/BSS • Network Operations & Engineering • Quality Assurance • OSS/BSS • Network Operations & Engineering • Quality Assurance • PMO as a Service Enterprise Productivity Transformation Unleashing the power of your organization through people, process and productivity solutions.
  52. 52. Project Portfolio Management • Portfolio Management • Project Management • Resource Management • Schedule Management • Time Management • Enterprise Work Agile Portfolio Management • Portfolio Management • Financial Management • Resource Management • Status Reporting • Bi-Modal Planning • DevOps (VSTS) Integration • Intranets and Portals • Work Management • Knowledge Base • Workflow Automation • Team Collaboration Digital Workplace Field & Service Management • Marketing & Sales • Order Management • Project Management • Resource Utilization • Time & Expense • Services Management • Invoicing Professional Services Automation • Workforce Management • Customer Communications • Contract Management • Inventory Management • Mobile Productivity
  53. 53. Next Steps Email Wicresoft Websites: Wicresoft Project Online OneConnect On-Demand and Upcoming Webinars: • FREE – Migration Assessment and Roadmap • FREE – Project Online Trial & Wicresoft Support • Personalized 1:1 demo for your organization