Proj Mgmt is Like Gasoline

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Presented at InnoTech Austin on October 20, 2011. For details on InnoTech, visit www.innotechconferences.com

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Proj Mgmt is Like Gasoline

  1. 1. InnoTech Presentation 10-20-2011 10/19/2011 Bruce McGraw Cognitive Technologies, Inc. 1250 S. Capital of Texas Hwy Bldg 3, Ste 400 Austin, TX 78746 bamcgraw@cogtechinc.com (512) 380-1204 Web: http://www.cognitive-technologies.com Blog: http://FearNoProject.com Introduction / Agenda • What is Project Management • Levels of Project Management – Unleaded – Plus – Super/Premium • Tools by Octane rating • Summary Slide - 2 What is Project Management? • Methodology – Standard is PMI’s PMBOK • Other methods: – CMMi – ITIL v3 – Agile / Scrum • All methods require processes, tools, and rigor to be successful Slide - 3Cognitive Technologies, Inc 512-380-1204 1
  2. 2. InnoTech Presentation 10-20-2011 10/19/2011 Levels of Project Management • Just like cars, Projects come in all sizes and types • The type of gas that a car needs defines Octane needed – Unleaded, Plus, and Super • The type of project that is being managed defines the processes, tools and rigor required • Organizations define the level of process and rigor for projects – Those requirements may not be supported by the tools they have implemented Slide - 4 What Octane is right for your project? Super / Premium Regular/ Plus UnLeaded • Small projects • Standard Project • Large / Strategic • 2-6 staff • 4-20 staff project • 1-4 mths • 4-12 mths • 20+ staff and/or • Very Part time PM • Part Time PM external vendors • 9-24 mths • Full time PM • Charter / Scope • Charter • Tasks /Schedule • Project Plan • Charter/ Budget • HL Status report • Schedule • Project Mgmt Plan • Assignments • Detailed Schedule • Risks/ Issues • Assignments • Status reports • Risks/ Issues • Quality Plan • Cost controls • Status Reports with Metrics Slide - 5 Picking the right Octane and Tools • Microsoft tools / suites that have different levels of automation and complexity Microsoft Office® : Excel, Word, PowerPoint, Outlook Microsoft Project® : # 1 Desktop project schedule tool Microsoft Project Server® : Enterprise and Portfolio Microsoft SharePoint® : Collaborative Portal Microsoft, Office, Project, and SharePoint are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries Slide - 6Cognitive Technologies, Inc 512-380-1204 2
  3. 3. InnoTech Presentation 10-20-2011 10/19/2011 Unleaded: Microsoft® Office ® • Microsoft Office contains several tools – Excel, Word, PowerPoint, Outlook • Excel spreadsheets are the number one tools used in project management • Typical work products – Project Task list – Project Schedule – Project Status – Project Charter, Requirements Doc – Risk List, Issue list Slide - 7 Excel – Task and Gantt Chart Excel – Monthly Status Slide - 9Cognitive Technologies, Inc 512-380-1204 3
  4. 4. InnoTech Presentation 10-20-2011 10/19/2011 Excel – Complete Project Workbook PowerPoint – Status Report Project Pros and Cons: Microsoft Office PROs CONs • Most users have skills with Word, • Staff/users have varying levels of Excel and PowerPoint skill and proficiency • Low initial cost • Data is not real time • Tools and work products can be • Version control is problematic easily modified • Updates are more labor intensive • Easy to roll out templates Slide - 12Cognitive Technologies, Inc 512-380-1204 4
  5. 5. InnoTech Presentation 10-20-2011 10/19/2011 Plus: Microsoft Project® • Number one desktop project scheduling tool • Most trained PMs know how to use • Allows for tasks, assignments, and resource views • Works well with Excel, Word and PowerPoint to manage more complex or interrelated projects • Typical work products – Project Schedule – Timeline – Status report – Resource Assignments – Project Metrics Slide - 13 Project - schedule Project – View Resource assignmentsCognitive Technologies, Inc 512-380-1204 5
  6. 6. InnoTech Presentation 10-20-2011 10/19/2011 Project - Timeline Project Pros and Cons: Microsoft Project PROs CONs • Well known tool by PMs • More complex tool – Requires staff • Good scheduling engine skill level to be higher • Detailed task and assignment data • Each project is a standalone resource pool – hard to get • Works well with other tools (Excel, complete organizational resource Visio, etc.) demand • Resource assignment capability • Updates must be done by one • Task linkage capability allows for person (Not multi-user) predictive schedules Slide - 17 Super/Premium: Microsoft Project Server® • Enterprise and Portfolio tool suite • Works with Project and Office • Allows “cradle to grave” tracking for projects • Global project and resource pool • Typical work products – Project sites and schedules – Repository for all artifacts – Timesheets and assignments – Workflows – Portfolio analysis and reports Slide - 18Cognitive Technologies, Inc 512-380-1204 6
  7. 7. InnoTech Presentation 10-20-2011 10/19/2011 Project Server – Phase workflow Project Server – Project Reporting Project Server – Resource analysisCognitive Technologies, Inc 512-380-1204 7
  8. 8. InnoTech Presentation 10-20-2011 10/19/2011 Project Server - Portfolio Analysis Project Pros and Cons: Microsoft Project Server PROs CONs • Uses Web browser for most • Cost (Initial setup and on-going functions administration required) • Central repository for all information • All staff must utilize in order to have • Works well with other tools (Office, complete picture Project, etc.) • Multi-User data • Single Resource pool • Portfolio capability • Process and Workflow enforcement Slide - 23 More Choices • Most organizations have a mix of projects • Tools and Vendors have proliferated and the choices have become exponential • Now we have “Hybrid” blends Slide - 24Cognitive Technologies, Inc 512-380-1204 8
  9. 9. InnoTech Presentation 10-20-2011 10/19/2011 Microsoft SharePoint® • Collaborative Portal tool suite • Works with all Microsoft tools • Allows team and enterprise collaboration and sharing • Typical work products – Team or group sites – Libraries, lists, and project data – Project schedule view Slide - 25 SharePoint - Sync MS Project with Web part SharePoint - Manage Detailed Tasks Slide - 27Cognitive Technologies, Inc 512-380-1204 9
  10. 10. InnoTech Presentation 10-20-2011 10/19/2011 SharePoint - Project Team Sites Slide - 28 Project Pros and Cons: SharePoint PROs CONs • Uses Web browser • More cost than desktop tools (Initial • User training minimal setup and on-going administration required) • Central repository for all information • No central resource pool • Works well with other tools (Office, Project, Project Server, etc.) • Permission based access Slide - 29 Summary • Are all your projects using the same processes? • Are you using the right tools for your projects? • Is your organizational Project Management methodology supported by your processes and tools? • xxxxx Slide - 30Cognitive Technologies, Inc 512-380-1204 10
  11. 11. InnoTech Presentation 10-20-2011 10/19/2011 Questions • Bruce McGraw • Cognitive Technologies, Inc. • bamcgraw@cogtechinc.com • Web: http://www.cognitive-technologies.com • Blog: http://FearNoProject.com • Come by our booth (424) to continue the discussion Slide - 31Cognitive Technologies, Inc 512-380-1204 11

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