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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 @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>