VI-239 Using Vision toStrengthen the ProjectManagement ProcessPresented by:Char Kaiser, Baxter & Woodman, Inc.
Introduction• Char Kaiser     – Manager, Project Management Resources     – Deltek Change Committee• Baxter & Woodman, Inc...
Agenda• Develop Project Management Process• Define Data Needs• Collect Data – in Vision and Other Locations• Create Meanin...
Key Session Takeaways• Share Staffing Needs and Promote Standardization through  Project Planning• Collect and Standardize...
Session Content Overview• Benefits of Unifying Vision with Your PM Process• Break down the Process, Create the Structure• ...
Develop Project ManagementProcessDescribe the Flow of Work
Break down the Process, Create the                                Structure• Examine Your Process     – Key elements, Deli...
Our Matrix                    • Describe Employees’ Work by Role across Different                      Areas and Functions...
Define the Process• Group into Standard Steps     – Borrow from others: PMI and PSMJ     – Baxter & Woodman’s Project Mana...
Define Data NeedsFeed the Process
Our NeedsType or Use                     Data                  Source/      End User                                      ...
Collect DataIn Vision and Other Locations
Collection Method and Storage                                Options• Easy Entry: Garbage In, Garbage Out     – Successful...
Inputting• Location of Entry     – Vision Fields: Standard or User Defined?          • Explore solutions already offered i...
Create Meaningful Tools and OutputInput:                                Output:Copyright © 2010 Deltek, Inc.              ...
Meaningful ToolsThe Baxter & Woodman Way
B&W                                Business Process                    • Describe Employees’ Work by Role across Different...
B&W                                Project Management Process                                            • Project Managem...
B&W Process Requires                                Projects Are Created from Planning                                    ...
B&W                                Client Status and Invoicing                                                      • Data...
Communicate Requirementsand Teach Skills
Data Is Only Useful if You Have It• Communicate, Communicate, Communicate     – Successful outcome requires good data, som...
Process Is Only Useful if People                                Know It• Communicate, Communicate, Communicate     – Succe...
Key Session Takeaways• Use Project Planning to Share Staffing Needs• Collect and Standardize Data Using Required and Custo...
QuestionsCopyright © 2010 Deltek, Inc.               25
Call to Action• Try These Related Sessions:     – VI-109 Business Process Design to Begin Using Resource Management     – ...
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Deltek Insight 2010: Using Vision to Strengthen the Project Management Process

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Deltek Insight 2010: Using Vision to Strengthen the Project Management Process

  1. 1. VI-239 Using Vision toStrengthen the ProjectManagement ProcessPresented by:Char Kaiser, Baxter & Woodman, Inc.
  2. 2. Introduction• Char Kaiser – Manager, Project Management Resources – Deltek Change Committee• Baxter & Woodman, Inc. – Engineering Consulting – $29M in 2009• Customers – 98% Municipal• Vision Community – Greater Midwest User Group – OnlineCopyright © 2010 Deltek, Inc. 2
  3. 3. Agenda• Develop Project Management Process• Define Data Needs• Collect Data – in Vision and Other Locations• Create Meaningful Tools and Output• Communicate Requirements and Teach SkillsCopyright © 2010 Deltek, Inc. 3
  4. 4. Key Session Takeaways• Share Staffing Needs and Promote Standardization through Project Planning• Collect and Standardize Data Using Required and Custom Fields• Support Relationships and Internal Workflow with Vision Workflows and Activities• Communicate Needs from within Vision – Pop-ups, Hyperlinks, Memo Fields, Alerts and Reminders• Make Data Actionable with Global ReportsCopyright © 2010 Deltek, Inc. 4
  5. 5. Session Content Overview• Benefits of Unifying Vision with Your PM Process• Break down the Process, Create the Structure• Explore Solutions Already Offered in Vision• Expand Vision to Support Your Process• Walk through Baxter & Woodman’s PM ModelCopyright © 2010 Deltek, Inc. 5
  6. 6. Develop Project ManagementProcessDescribe the Flow of Work
  7. 7. Break down the Process, Create the Structure• Examine Your Process – Key elements, Deliverables, Waypoints, or Milestones• Identify – Responsible parties – Decisions – Actions – Outcomes• Document Results – Business Responsibilities MatrixCopyright © 2010 Deltek, Inc. 7
  8. 8. Our Matrix • Describe Employees’ Work by Role across Different Areas and Functions of the Company • For Example, CEO’s Work Is Primarily Company Administration; Project Manager Work Is Primarily Project Delivery • Defines the Flow of Business across CompanyCopyright © 2010 Deltek, Inc. 8
  9. 9. Define the Process• Group into Standard Steps – Borrow from others: PMI and PSMJ – Baxter & Woodman’s Project Management Cycle, in Six Steps • Project Selection • Planning • Implementation • Review • Evaluation • Closeout• Outline Each Step – Project Lifecycle OverviewCopyright © 2010 Deltek, Inc. 9
  10. 10. Define Data NeedsFeed the Process
  11. 11. Our NeedsType or Use Data Source/ End User GeneratorProject Basics, Project Who, What, PM PM, Manager,Initiation When & How Accounting, MarketingAccounting Billing Limits & Terms PM or Accounting, PM, Contract ManagerControl Timesheet PM PM, Manager, Project Permissions TeamManagement Project Status & PM and PM, Manager Finances AccountingMarketing Project Type, PM and Marketing, Marketers Descriptions, Manager Closeout DetailsCopyright © 2010 Deltek, Inc. 11
  12. 12. Collect DataIn Vision and Other Locations
  13. 13. Collection Method and Storage Options• Easy Entry: Garbage In, Garbage Out – Successful outcome requires good data – Need to be simple, consistent, defined, organic – defined in the process• Putting Data in Its Place: – Vision • Relational database: can data from another location/Info Center be re-used? • Persistent need: – Is data need persistent? – Will data be historically important? – Will data be used in other Vision ICs or tables? – Other database or storage point • Persistent need responses are negativeCopyright © 2010 Deltek, Inc. 13
  14. 14. Inputting• Location of Entry – Vision Fields: Standard or User Defined? • Explore solutions already offered in Vision, or • Expand Vision to support your process• Identify Person/Role – Fit regular workflow – But remember the PM has to do the work, too!• Communicate Needs from within Vision – Explain purpose and desired format using Pop-ups, Hyperlinks, Memo Fields, Alerts and RemindersCopyright © 2010 Deltek, Inc. 14
  15. 15. Create Meaningful Tools and OutputInput: Output:Copyright © 2010 Deltek, Inc. 15
  16. 16. Meaningful ToolsThe Baxter & Woodman Way
  17. 17. B&W Business Process • Describe Employees’ Work by Role across Different Areas and Functions of the Company • For Example, CEO’s Work Is Primarily Company Administration; Project Manager Work Is Primarily Project Delivery • Defines the Flow of Business across CompanyCopyright © 2010 Deltek, Inc. 17
  18. 18. B&W Project Management Process • Project Management Lifecycle • Click-thru Circle of Life • Links to Business Matrix, Help items, and templates • Contains Process DefinitionsCopyright © 2010 Deltek, Inc. 18
  19. 19. B&W Process Requires Projects Are Created from Planning Templates Make Achieving the Desired Level of Complexity as Easy as Cut & Paste The Blue Button Of Love: 1. Link to Help Documents 2. Webservice to Auto-numbering Function 3. Instructions for UseCopyright © 2010 Deltek, Inc. 19
  20. 20. B&W Client Status and Invoicing • Data Collection: Part of the Workflow • Invoice Holds at a Check • Invoicing Description Uploads to Billing Terms, Secure but Accessible • Client-based Status Report, a Compilation of Individual PMs • Internal Status SeparateCopyright © 2010 Deltek, Inc. 20
  21. 21. Communicate Requirementsand Teach Skills
  22. 22. Data Is Only Useful if You Have It• Communicate, Communicate, Communicate – Successful outcome requires good data, sometimes the best motivator for compliance – Campaign of it’s own – Sell benefits – Make it easy!!!Copyright © 2010 Deltek, Inc. 22
  23. 23. Process Is Only Useful if People Know It• Communicate, Communicate, Communicate – Successful outcome requires consistent communication – Establish expectations for PMs and Upline Managers – Make it simple and standard • Required Fields • Blue Button of Love • Regular Training • Coaching – By-product is QC/QACopyright © 2010 Deltek, Inc. 23
  24. 24. Key Session Takeaways• Use Project Planning to Share Staffing Needs• Collect and Standardize Data Using Required and Custom Fields• Support Relationships and Internal Workflow with Vision Workflows and Activities• Communicate Needs from within Vision – Pop-ups, Hyperlinks, Memo Fields, Alerts and Reminders• Make Data Actionable with Global ReportsCopyright © 2010 Deltek, Inc. 24
  25. 25. QuestionsCopyright © 2010 Deltek, Inc. 25
  26. 26. Call to Action• Try These Related Sessions: – VI-109 Business Process Design to Begin Using Resource Management – VI-112 Organization Culture for User Adoption – VI-127 Using Vision Activities to Manage Your Business – VI-143 Reducing Project Manager Paperwork & Streamlining Processes – VI-145 Project Planning Return on Investment – VI-233 Project Manager’s Use of Project Planning & Resource Management• Contact Information: – Char Kaiser – 815/444-3254 – ckaiser@baxterwoodman.comCopyright © 2010 Deltek, Inc. 26

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