More Related Content Similar to Project tracking and metrics on share point (20) Project tracking and metrics on share point1. Project Tracking & Metrics on SharePoint
Liz Gardipee & Kathleen Ruggeri
May 2012
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
2. Rockwell Automation at a Glance
Fiscal 2011 sales:
approximately $6 billion
Employees: about 21,000
Serving customers in Leading global provider of
80+ countries industrial power, control,
and information solutions
World headquarters:
Milwaukee, Wisconsin, USA
Trading symbol: ROK
Copyright © 2011 Rockwell Automation, Inc. All rights reserved. Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
3. Tech Comm at Rockwell Automation
Information Development & Publishing
Shared service in the U.S. • Staff
• 30 employees
Primary locations • 4 contractors
Cleveland, Ohio • Roles
Milwaukee and Mequon, Wisconsin – Information Architect
– Information Developer
Other locations – Editor
Chelmsford, MA
– Manager
Eden Prairie, MN
Shirley, NY
Singapore
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 3
4. Agenda
Where We Started
Our Project List and Time Tracking Tool
What You Can Do with the Data
Challenges & Tips for Getting Started
Where We Are Now/Results
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 4
5. Where We Started - 2008
We needed a single place for accurate, up-to-date project information
that multiple people could access at the same time.
We struggled with
Multiple spreadsheets from different groups and locations
Frantic assembling of non-standard information into a group-wide
report to management
Repeating this process each time workload or finance information
was needed
Metrics that had to be calculated by hand
Not having metrics for all groups
Too many methods for individual status tracking
No central location to keep data
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 5
6. Our Project List and Time Tracking Tool
SharePoint – created using WSS2 (Windows SharePoint Services)
Formed a team and undertook a project with these goals
Provide a central location for all planning and reporting data
Allow for flexibility in reporting for business units/finance
Enable simultaneous access to multiple users
Ensure data consistency (pull-down menus, radio buttons)
Track work for all roles (Architect, Developer, Editor)
Use only standard SharePoint functionality, no customization
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 6
7. First Step: Principles of Project Tracking
Project data is not polished
Simply recording facts
Project data is used as neutral data
Not for rating people on productivity
Project data belongs to everyone at Rockwell Automation
Reflects work being done for the company
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 7
8. How It Works
Manager typically creates the record
Planned/unplanned work
Typically enter projects with completions at least 18 mo to 3 yrs out
Each person has own record for their portion of a project
Architect record shows up-front planning/research time
Developer record tracks content development
Editor records show level of edit and editing hours
Post-production tasks also can be represented
Manager reviews records often
Status info on current projects; workload balancing/new assignments
Data integrity/cleansing
Quarterly reports to business unit finance department
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 8
9. Creating/Editing a Record
Can be done by the manager or the contributor
User-friendly data entry screen with pull-down menus, radio buttons,
pop-up calendars, and instructions on what to enter in each field
Work on one record at a time
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 9
10. What Our Tool Looks Like
The Project List and Time Tracking Tool is a customized SharePoint list
SharePoint lists behave much like Excel spreadsheets
Columns
Headings
Rows
Cells
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 10
11. Tracking Types of Work - Roles
Architect, Developer, Editor
Project Leader, Team Member
Production, Translation Support
Multiple roles
for a
publication.
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 11
12. How We Manage over 40 Pieces of
Metadata in Each Record
SharePoint lets you create multiple views of the same list
Views enable filtering, grouping, and sorting of a subset of metadata
Only display the columns you want to see (or want others to see)
Views can be personal or public
Use the Launch View
menu to choose the
view you want.
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 12
13. Example View –
Metadata for Language Translations
Records are filtered to show Role = Translation Support
Only the 10 fields we are interested in are displayed
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 13
14. Quarterly Report of Actuals
Submitted to business units and finance department
Sample Data
Business Structure Cost of Work Completed Trans. PO Amount (USD)
Business Segment A $41,193 $226,804
Business Group A1 $34,155 $176,161
Controllers $15,801 $89,667
• Reporting structure is
1427.2.4 $2,001 $29,274
coded for our finance 2102.1.4 $12,213 $55,000
department. 2163.1.4 $1,587 $5,392
Process $414 $18,333
• Costs are reported 2144.1.4 $414 $18,333
by Project Number Touchscreens $17,940 $68,161
each quarter. 2029.1.4 $4,485 $7,768
2124.1.4 $13,455 $60,393
• Business units pay Business Group A2 $7,038 $50,643
back to our cost Motion Control $7,038 $50,643
center. 2017.2.4 $6,383 $41,463
2078.2.4 $518 $3,531
• Allows variable 998.2.4 $138 $5,650
staffing to meet their Business Segment B $2,208 $45,197
demand. Business Group B1 $2,208 $45,197
Drives $2,208 $45,197
705.2.4 $2,208 $45,197
Grand Total $43,401 $272,001
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 14
15. What You Can Do with the Data: Reports
Metrics–baseline numbers for estimating future work
Tables showing hours/publication type, average durations, etc.
Metrics for Architects, Developers, and Editors
Future Workload–managing workload
Snapshot of a contributor’s project list and graph of future workload
Good tool for employee-manager meetings
Future Costs
Labor
Translations
Trends–year-to-year changes to use in making a business case
Graphs showing amount of work for different business areas
Identify growth areas–where we need to build expertise
Identify areas in decline–where people should move to new things
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 15
16. Metrics Reports
Metrics based on past projects are used to estimate future projects
Average of Actual Hours to Date New or Revision
Business Unit Deliverable Type New Revision
Controllers UM 275 103
Drives UM 114 58
Industrial Components UM 75 32
Motion Control UM 395 117
Touchscreens UM 203 60
You can pick a single number to estimate a publication—no calculating
based on page count!
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 16
17. Providing Estimates
Labor metrics and translation estimates are used to create the estimate summary
for the project.
One-page summary
Includes notes and assumptions
related to the project
Items on this estimate
summary are added to our
project list for scheduling
Engineering uses this estimate
for their project budget
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 17
18. Future Workload Report
Tool to evaluate resource loading Projects by Month for John Smith
2012-04
Remaining Hours
106
Target 130 hrs/mo Servo Drives User Manual
2012-05
106
200
75% loading Toolkit Quick Start
2012-06
200
100
Motion Control Selection Guide 100
Enables meaningful
2012-09 157
Cost Reduction Project 157
workload conversations
Grand Total 694
Some of the May work
John Smith’s Future Workload
can be started in April 250
Might need to negotiate 200
a later release date
Assigned Work
for the item due in May
150
Can add additional work
100
for July and August 50
0
2012-04 2012-05 2012-06 2012-09
Total 106 200 100 157
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 18
19. Forecasting for Future Work
Costs are used for annual budget review
Hours are used to identify need for contract resources
Sample Data
Reporting Structure Est. Hours Est. Labor Cost Est. Translation Cost
• Filter to show data for Business Segment A 8231 $567,922 $1,966,238
2013.
Business Group A1 8231 $567,922 $1,966,238
• Reporting structure is
Controllers 7900 $545,100 $1,874,728
coded for our finance
department. Process 300 $20,700 $88,275
Touchscreens 31 $2,122 $3,235
• Cost calculations are
built into the list. We can Business Segment B 87 $6,003 $18,361
change the plan, then
Business Group B1 87 $6,003 $18,361
simply refresh the report.
Industrial
Components 87 $6,003 $18,361
Grand Total 8318 $573,925 $1,984,600
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 19
20. Trend Reports
Shows where we need to develop competencies and/or adjust staffing
8000
6000
4000
2000
0
Consistent need for
FY07 FY08 FY09 FY10 FY11 multiple resources
Catalogs
2000
1500
1000
500
0 Growth Trend–need to
FY07 FY08 FY09 FY10 FY11
develop more expertise
Motor Control
15000
10000
5000
0 Declining Trend–develop
FY07 FY08 FY09 FY10 FY11
skills in other areas
Controllers
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 20
21. Challenges
What we still struggle with
Data accuracy
Project names for grouping multiple deliverables
Dates in the past–people not keeping up with dates moving out
End-of-year cleanup so that metrics can be generated smoothly
Corporate IT issues
Company needs to provide and maintain a SharePoint server
Complying with IT governance
• Version
• Features
• Site migration to new server
Redundant to other company time-tracking systems
Timeliness of each person in tracking their data
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 21
22. Tips for Getting Started
Define business needs
What does management want/need?
What do contributors want/need?
Decide what you want to know
Scope what you want to include
Define fields that will give you what you want out of the system
Some of the things that we are tracking
Tracked Item Based on Data Fields
Project duration Actual start date, Actual completion date
Hours/pub type Pub type, Actual hours worked
Annual business unit support Business unit name, Actual hours worked, Fiscal year
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 22
23. Once It’s Up and Running
Expect an ongoing commitment
Create a standard set of reports for your metrics
Experiment with year-to-year data to identify trends
For example, Development time is greater for new publications and
varies by product line, but Editor time is not impacted
Identify improvement areas
For the tool
For data entry
For reports
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 23
24. Where We Are Now
Using SharePoint WSS3, our company-wide environment
Using our Project List and Time Tracking Tool since June 2008
Over 1300 active projects
More than 6500 completed records from 2006-2011*
*Records for 2006-2007 were loaded from spreadsheets to get our legacy data into the tool
Using our metrics 45000
40000 Annual Totals
provides estimates 35000
that are over 80% 30000
25000
accurate 20000
15000
Actual Hours
10000
5000 Estimated Hours
0
FY09 FY10 FY11 FY12
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 24
25. Results
Our Project List and Time Tracking Tool allows us to
Manage data for multiple teams in different locations
Solve business need for consolidated/consistent view of our workload
Enable simultaneous access to multiple users
Improve ease-of-use for time entry
Achieve data consistency (pull-down menus, radio buttons, pop-up
calendars)
Track work for all roles (Architect, Developer, Editor)
Quickly generate a variety of reports
Enable accurate labor-hour reporting, as well as annual planning and
budgeting to business units
Change the list design whenever we need to without shutting down
our tracking system
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 25
26. Questions?
Liz Gardipee - lkgardipee@ra.rockwell.com
Kathleen Ruggeri - keruggeri@ra.rockwell.com
Follow ROKAutomation on Facebook & Twitter.
Connect with us on LinkedIn.
www.rockwellautomation.com
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.