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Deploying MS Project 2007 and MS Project Server 2007

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Presentation on Trinity College's experience of implementing Microsoft Project 2007 and Microsoft Project Server 2007

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Deploying MS Project 2007 and MS Project Server 2007

  1. 1. Deploying Microsoft Project and Microsoft Project Server in Trinity College Dublin John Lawlor Trinity College Dublin Information Systems Services http://people.tcd.ie/lawlorjo http://johnlawlor.tel/ @johnjlawlor Tricia Patterson Enda Rooney Andrew Duffin
  2. 2. Topics For Today’s Discussion <ul><li>Introduction </li></ul><ul><li>Project methodology </li></ul><ul><li>Technology used </li></ul><ul><li>Project implementation </li></ul><ul><li>Product experience </li></ul><ul><li>Next steps </li></ul><ul><li>Summary </li></ul>
  3. 3. About TCD IS Services <ul><li>Central services provider of computing facilities and support to students and staff on the main campus and in 18 off-campus locations </li></ul><ul><ul><li>Management Information Systems </li></ul></ul><ul><ul><li>Computer Systems </li></ul></ul><ul><ul><li>Networks and Infrastructure </li></ul></ul><ul><ul><li>Service Support </li></ul></ul><ul><ul><li>Training and Publications </li></ul></ul><ul><ul><li>Audio Visual and Media </li></ul></ul><ul><ul><li>Public Access Computer Rooms </li></ul></ul><ul><li>About 70 staff </li></ul><ul><li>Support about 25,000 users </li></ul><ul><li>Over 10,000 fixed network connections </li></ul><ul><li>Extensive wireless network with over 650 wireless access points </li></ul><ul><li>About 200 servers in main on-campus data centre </li></ul><ul><li>Over 70% virtualised </li></ul>
  4. 4. IS Services Programme <ul><li>About 30 projects in progress </li></ul><ul><li>Pipeline of at least 50 projects </li></ul><ul><li>Pressure to do more with less </li></ul>
  5. 5. Project Methodology <ul><li>Traditional project challenges </li></ul><ul><ul><li>Vision and goals not well defined </li></ul></ul><ul><ul><li>Lack of clarity of project scope </li></ul></ul><ul><ul><li>Shifting organisational priorities </li></ul></ul><ul><ul><li>Scope creep </li></ul></ul><ul><ul><li>Management of project changes </li></ul></ul><ul><ul><li>Failure to manage risk </li></ul></ul><ul><ul><li>Lack of senior management support </li></ul></ul><ul><ul><li>Delivering within budget and schedule </li></ul></ul><ul><ul><li>Resourcing issues </li></ul></ul>
  6. 6. Project Methodology <ul><li>TCD ISS project challenges </li></ul><ul><ul><li>Culture </li></ul></ul><ul><ul><li>No standard project management methodology </li></ul></ul><ul><ul><li>Initiation of projects </li></ul></ul><ul><ul><li>Risk management </li></ul></ul><ul><ul><li>Change management </li></ul></ul><ul><ul><li>Resource competition </li></ul></ul><ul><ul><li>Different groups with different standards </li></ul></ul><ul><ul><li>Project reporting </li></ul></ul>
  7. 7. EPM Project <ul><li>Two aspects to the project </li></ul><ul><ul><li>Develop a project management methodology </li></ul></ul><ul><ul><li>Implement a project management tool </li></ul></ul><ul><li>Approach taken based on ISS structure/culture </li></ul><ul><li>Workshops with cross-group representation </li></ul><ul><li>An agreed project management framework from project proposal to project closure </li></ul>
  8. 8. Project Management Framework
  9. 9. Programme Management Office
  10. 10. Project Management Technology Issues to be resolved by PM tool - Visibility of projects - Prioritisation and scheduling the programme - Managing project timelines and delivery - Resource management and availability - Resource assignment - Duplication of information - Ownership and accountability for tasks, issues, etc - Project reporting
  11. 11. Project Management Technology <ul><li>Why MS Project? </li></ul><ul><ul><li>Internal requirements exercise </li></ul></ul><ul><ul><li>Central store for projects and resources </li></ul></ul><ul><ul><li>PCs, IE, Windows standard technology among users </li></ul></ul><ul><ul><li>Existing familiarity with MS Project </li></ul></ul><ul><ul><li>Existing SharePoint and Exchange </li></ul></ul><ul><ul><li>Attracted by project workspace collaboration capability </li></ul></ul><ul><ul><li>Mature, well-supported product </li></ul></ul>
  12. 12. Project Management Technology <ul><li>Project 2007 </li></ul><ul><ul><li>Available when we started, so decided on this rather than wait for 2010 </li></ul></ul><ul><ul><li>Met most of our requirements </li></ul></ul><ul><li>Project Server 2007 </li></ul><ul><ul><li>Requirement for central storage of projects and resources </li></ul></ul><ul><ul><li>Multiple groups involved in projects </li></ul></ul>
  13. 13. Choosing a Technology Partner <ul><li>Building on relationship with Microsoft and its partners </li></ul><ul><li>Microsoft Certified Partner </li></ul><ul><li>Worked with PM Centrix on previous SharePoint project </li></ul><ul><li>Standard of work and deliverables were good </li></ul><ul><li>One of the few companies we knew who had experience of implementing MS Project Enterprise </li></ul><ul><li>Took time to understand what we were trying to do and brought experience of project management as well as of the technology </li></ul><ul><li>Independent external advice, support and validation on our approach and implementation </li></ul>
  14. 14. Project Implementation <ul><li>Project team attended Project 2007 training </li></ul><ul><li>Standard project templates </li></ul><ul><li>Different project types/classification </li></ul><ul><li>Clarified how the software would be implemented (what features to use, what not to use) </li></ul><ul><li>SharePoint workflow for project proposal from receipt to decision notification </li></ul>
  15. 15. Project Implementation <ul><li>Reporting </li></ul><ul><ul><li>Need to group projects under common attributes: department, strategic theme, to enable reporting at programme level </li></ul></ul><ul><ul><li>Fortnightly report for PMO </li></ul></ul><ul><ul><li>‘ Out of the box’ reporting could not meet our requirements </li></ul></ul>
  16. 16. Technical Implementation <ul><li>Live and test on virtual servers </li></ul><ul><ul><li>Three 64-bit virtual servers for live </li></ul></ul><ul><ul><ul><li>1 st - virtual database server – SQL Server 2008 64 bit RDBMS </li></ul></ul></ul><ul><ul><ul><li>2 nd – 2 virtual servers for web front end and application server </li></ul></ul></ul><ul><ul><ul><li>3 rd – 2 reporting instances – SQL 2008 Reporting Services for test and live </li></ul></ul></ul><ul><li>Steep learning curve to come to grips with the SQL Server technologies </li></ul><ul><li>Chose 64-bit implementation in the hope that this will make the upgrade to 2010 easier </li></ul><ul><li>Hope we will retain our customisations on upgrade! </li></ul>
  17. 17. Project Implementation Approach <ul><li>Information sessions to outline the process and framework and give an overview of PWA </li></ul><ul><li>MS Project training </li></ul><ul><ul><li>Three one-day sessions for 40 staff </li></ul></ul><ul><ul><li>Standard project templates used </li></ul></ul><ul><ul><li>All key tasks pre-populated in project templates </li></ul></ul><ul><ul><li>Some fine-tuning after training sessions and feedback </li></ul></ul><ul><li>User guides </li></ul><ul><ul><li>Project Manager </li></ul></ul><ul><ul><li>Project Web Access </li></ul></ul>
  18. 18. Product Experience <ul><li>We liked </li></ul><ul><ul><li>PWA interface </li></ul></ul><ul><ul><li>Familiar desktop </li></ul></ul><ul><ul><li>Central storage </li></ul></ul><ul><ul><li>Team collaboration </li></ul></ul><ul><ul><li>Integration with Active Directory </li></ul></ul><ul><ul><li>Customisation not too difficult in most cases </li></ul></ul><ul><li>We didn’t like </li></ul><ul><ul><li>Reporting </li></ul></ul><ul><ul><li>Synching tasks with Outlook </li></ul></ul><ul><ul><li>Synching leave with Outlook </li></ul></ul><ul><ul><li>Doesn’t highlight changes to schedule based on change to staff availability </li></ul></ul><ul><ul><li>Resource assignment </li></ul></ul><ul><ul><li>Synching deliverables </li></ul></ul><ul><ul><li>Windows/IE only </li></ul></ul><ul><ul><li>Caching issue </li></ul></ul>
  19. 19. Next Steps <ul><li>Reporting </li></ul><ul><ul><li>Want to continue to improve reporting </li></ul></ul><ul><ul><li>Programme reporting by theme, department, sponsor, etc </li></ul></ul><ul><li>What if scenarios </li></ul><ul><ul><li>Impact of new projects on the programme </li></ul></ul><ul><li>Upgrade to 2010 </li></ul><ul><ul><li>Hope to see features of Portfolio Server in 2010 </li></ul></ul><ul><ul><li>Trial 2010 infrastructure in place </li></ul></ul>
  20. 20. Summary <ul><li>Overall a positive, but challenging experience </li></ul><ul><li>Strong buy-in from staff and very positive contributions to workshops, training, information sessions </li></ul><ul><li>Standard project templates, documents, standards, processes will be very beneficial and help us to improve </li></ul><ul><li>Only starting to use the tools now, so our early experience will be very important </li></ul><ul><li>Hope to see standard reporting continue to develop and to become more automated </li></ul><ul><li>Effects on programme delivery and resource utilisation will be key to success </li></ul><ul><li>Eventually roll out College-wide if demand is there </li></ul>

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