Addressing the most common PM Pains with Microsoft Project Online and Office 365
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Addressing the most common PM Pains with Microsoft Project Online and Office 365
- 1. Guillaume Garcin & Baz Khinda | January 28th 2015
- 2. Agenda Project Management Trends Daily PM Pains Project Benefits & Customer Feedback Live Demo Future Roadmap 2
- 3. 58% of companies do not have an innovation strategy — Capgemini 17% higher 5-year CAGR for highly aligned companies — Booz & Co. 68% of orgs do not align projects to corporate or strategic goals — PwC 57% of projects fail due to breakdown in communications — BULL 13% higher 5-year CAGR for innovative companies — Booz & Co. 17% Increase in projects completed on budget with effective comms — PwC CAGR = Compound Annual Growth Rate
- 4. 2/3 of CIOs from top- performing organizations see collaboration as key to driving innovation — McKinsey, 2012 60%of employees work in multiple locations during the work week — Forrester, 2011 21%loss in productivity due to collaboration challenges — IDC, 2012 37%increase in project collaboration through enterprise social networks i.e. SharePoint, Yammer, Lync — Inside Communication, 2012 Innovation, Collaboration and Productivity
- 5. Daily PM Pains Strategic Alignment Project Visibility Inconsistent Approaches Resource Management 63% 60% 48% 37% 123 The Centre for Business Practices 'Project Management: the State of the Industry‘ | Survey Findings
- 6. The evolution of Project What a difference a decade makes Desktop application for individual project managers Collaborative team work through Project Central Consolidated solution for project and portfolio management Consistency with Office and integration with SharePoint Cloud solution for project and portfolio management
- 7. Project Benefits Demand Management EPTs Portfolio Analysis Reporting Intuitive Solution EPTs Centralised Ease Reporting Intuitive Solution Visibility of Tasks Improve Communication Real-time Visibility Committed vs Proposed Recognised Microsoft architecture Secure Systems Team Members Resource Managers Project Managers Senior Management IT Benefits available in Project Online and Project Server 2013
- 8. Components of the Microsoft PPM Benefits available in Project Online and Project Server 2013
- 9. A user added every 20 seconds Used in over 10,000 organizations Leader in various analyst reports Over 20 million users of Project…
- 10. Customer feedback “We wantedeverything centralised,we were storingdocuments separatelywhich lacked visibility.” “Ensuringthat systemsare streamlinedand thatthe right tools are used to achieve goals and meet deliverables is paramountin an organisationof thissize and scope.What we needed was a ‘one stop shop’ forall ourproject needs.” “Atthe time we were managinga multi- million pound portfolio of projects andso it makessensefor wantto reduce the risk as much as possible.” MattWarren,PMOManager MichelleLynch,PMOAnalyst AlliedBakeries http://www.wellingtone.co.uk/case-studies/allied-bakeries/
- 11. Customer feedback “We needed to ensureall the projectswithin IT were completelyaligned with the Transformational Changeproprieties to ensuredeliveryof both programmesof work.” “ProjectServer really makes people adoptthe right workingpractices.” PaulElden,ITProgrammeand ServiceDeliveryManager CoventryandWarwickshire PartnershipTrust-NHS “We had developed a 5- year IT Strategywith multiplecross organisationalwork streamswhich was part of the reasonwe wanted to use Project Server.” http://www.wellingtone.co.uk/case-studies/nhs/
- 12. Live Demo Resource Management Reporting Creating Projects Prioritising Projects Office 365 and Collaboration
- 15. Project
- 17. Project my tasks PRIVATE GROUP TODAY Send out slide and update notes Contoso Design Dec 8 ◒ Develop design for script outline Contoso Design Dec 10 ◒ Follow up: Weekly Update Mail Bright Dreams Dec 10 ◒ NEXT WEEK V1 design concepts Northwind Traders Dec 15 ◒ Review charts for all the slides and set up review Contoso Design Dec 15 ○ Update hours Recurring tasks Dec 18 ○ PROJECT ONLINE TASKS Review charts for all the slides Tailspin Toys Dec 11 ○ Send out slide and update notes Bright Dreams Dec 12 ◒ Feedback for script outline Contoso Design Dec 18 ○ V2 design concepts Northwind Traders Dec 18 ○ Project Online Task Panel provides a single list of all Katy’s tasks: Private, Work Management and Project Online Summarized view of all projects
- 18. Project Contoso Design Tasks Send out slide update notes Kat Larsson Dec 8 ◒ Develop design for script outline Contoso Design Dec 10 ◒ Update report for sales Cody Moresby Dec 10 ◒ Follow up: Weekly Update Mail Iris Baxter Dec 11 ○ Follow up: acquisition orders Allie Mack Dec 11 ◒ Invoice Clients Irwin Hume Dec 12 ○ Update billing status for clients Cody Moresby Dec 12 ○ Review charts for all the slides and set up review Kat Larsson Dec 15 ○ COMPLETED Confirm offsite reservation Iris Baxter Dec 8 ● Update FY15 projections Allie Mack Dec 9 ● Add a task… Project Dashboard provides view of project specific timeline, tasks and task status Dashboard Task List Task Board Completed Tasks Timeline Contoso Design Public - 10 members CONVERSATIONS DOCUMENTS Office 365 Projects C
- 19. Project Send out slide update notes Kat Larsson Dec 8 Late ◒ Develop design for script outline Kat Larsson Dec 10 In Progress ◒ Update report for sales Cody Moresby Dec 10 In Progress ◒ Follow up: Weekly Update Mail Iris Baxter Dec 11 Not Started ○ Follow up: Acquisition orders Allie Mack Dec 11 In Progress ◒ Invoice Clients Irwin Hume Dec 12 Not Started ○ Update billing status for clients Cody Moresby Dec 12 Not Started ○ Review charts for all the slides and set up review Kat Larsson Dec 15 Not Started ○ HIDE COMPLETED Confirm offsite reservation Iris Baxter Dec 8 Complete ● Update FY15 projections Allie Mack Dec 9 Complete ● Develop design for script outline DETAILS CONVERSATIONS FILES Progress In Progress 🔽 Assigned to Kat Larsson 🔽 Start Date Dec 8 🔽 Due Date Dec 10 🔽 Notes Make sure to include assign tasks to each team member Created by Robin Counts Add a task… Dashboard Task List Task Board Completed Tasks Timeline Contoso Design Public - 10 members CONVERSATIONS DOCUMENTS □ Office 365 Projects C GROUP BY No Grouping Assigned to Progress Due date FILTER My Tasks Late Tasks Task List view provides an engaging environment to Create, Assign, Filter, Review & Sort Tasks.
- 20. Project Send out slide update notes Kat Larsson Dec 8 Late ◒ Develop design for script outline Kat Larsson Dec 10 In Progress ◒ Update report for sales Cody Moresby Dec 10 In Progress ◒ Follow up: Weekly Update Mail Iris Baxter Dec 11 Not Started ○ Follow up: Acquisition orders Allie Mack Dec 11 In Progress ◒ Invoice Clients Irwin Hume Dec 12 Not Started ○ Update billing status for clients Cody Moresby Dec 12 Not Started ○ Review charts for all the slides and set up review Kat Larsson Dec 15 Not Started ○ HIDE COMPLETED Confirm offsite reservation Iris Baxter Dec 8 Complete ● Update FY15 projections Allie Mack Dec 9 Complete ● Add a task… Dashboard Task List Task Board Completed Tasks Timeline Contoso Design Public - 10 members CONVERSATIONS DOCUMENTS Develop design for script outline DETAILS CONVERSATIONS FILES Office 365 Projects □ Team members can have social conversations at a task level Contoso Design Iris Baxter Looking forward to reviewing! 11:44a 1 Contoso Design Kat Larsson Great. I will put something together Tues Dec 9 1 Contoso Design Iris Baxter Look at this document for icons Tues Dec 9 1 C
- 21. Project Send out slide update notes Kat Larsson Dec 8 Late ◒ Develop design for script outline Kat Larsson Dec 10 In Progress ◒ Update report for sales Cody Moresby Dec 10 In Progress ◒ Follow up: Weekly Update Mail Iris Baxter Dec 11 Not Started ○ Follow up: Acquisition orders Allie Mack Dec 11 In Progress ◒ Invoice Clients Irwin Hume Dec 12 Not Started ○ Update billing status for clients Cody Moresby Dec 12 Not Started ○ Review charts for all the slides and set up review Kat Larsson Dec 15 Not Started ○ HIDE COMPLETED Confirm offsite reservation Iris Baxter Dec 8 Complete ● Update FY15 projections Allie Mack Dec 9 Complete ● Add a task… Dashboard Task List Task Board Completed Tasks Timeline Contoso Design Public - 10 members CONVERSATIONS DOCUMENTS Develop design for script outline DETAILS CONVERSATIONS FILES Contoso Design Script add file… Office 365 Projects □ Team members can associate documents to tasks C
- 22. Project Dashboard Task List Task Board Completed Tasks Timeline Contoso Design Public - 10 members CONVERSATIONS DOCUMENTS Backlog Not Started In Progress Completed new task Send out slide update notes Due Date: Dec 29 Set up internal review meeting Due Date: Dec 30 Send invoice report Due Date: Jan 5 V1 wireframe design Due Date: Jan 7 Follow up: Weekly Update Mail Due Date: Dec 11 Invoice Clients Due Date; Dec 12 Update billing status for clients Due Date: Dec 12 Review charts for all the slides and set up review Due Date: Dec 15 Develop design for script outline Due Date: Dec 10 Update report for sales Due Date: Dec 10 Follow up: Acquisition orders Due Date: Dec 11 Confirm offsite reservation Due Date: Dec 8 Update FY15 projections Due Date: Dec 9 Office 365 Projects Move tasks between buckets with simple touch gestures □ C Task Progress Assignee Taskboard shows tasks that are Unassigned, Not started, In-progress and Complete
- 23. Project Contoso DesignOverview QR3Planning QR3Milestones PerformanceTest Results BestAds2013 LearningPlan2014 BrightDreamsDesign Overview Whocanseethis? ManageTags Setadeadline Add follow-up tasks to Work Management while in Delve
- 24. Project Contoso Design My Tasks Kat Larson🔽 Public - 10 members Work Management App will be available across multiple browsers and devices
- 25. © 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. Contact Details Baz Khinda BA(Hons), MBS, PRINCE2 Practitioner, MCTS, Microsoft P-Seller (P-SSP) E: baz.khinda@wellingtone.co.uk M: 07507 659619 W: http://www.wellingtone.co.uk Guillaume Garcin Product Marketing Manager Project & Visio (UK) E: guilga@microsoft.com M: 07581267241 W: http://products.office.com/en-gb/project Interested in Learning More? http://www.wellingtone.co.uk/apm-trial
Editor's Notes
- Thanks Nathaniel and Sara for this introduction. Good afternoon everyone and welcome to this webinar. As Nathaniel mentioned it, I am the Product Marketing Manager for Project & Visio in the UK at Microsoft. Today, I have the chance to co-present this webinar with Baz Khinda. Baz is a Microsoft PPM consultant and he works for a Gold PPM partner called Wellingtone. Brief intro of Baz…
- Today, we will present you why projects fail and how to increase your project success with Microsoft Project which is one of the most known solution available on the market. We will share with you few Project Management trends, the most common daily Project Management pains. We will also spend some time to present you the benefits of Microsoft Project and we will share some customers feedbacks. Then you will see a live demo of Project and I will finish with a presentation of the Project roadmap with some of the most exciting features for Project Online. We will have up to 20 minutes at the end of this webinar to reply to your questions. Please share all your question in the IM window. After this call, you will receive a survey from the APM with the opportunity to get in contact with us. If you are interested, we will offer you a 30 days trial of Project Online with a free consultancy offered by Wellingtone. I really hope you will enjoy this webinar. Baz, over to you!
- Innovation: “innovation is crucial to the continuing success of any organization”, and yet a large percentage of companies don’t have an innovation strategy, by which we mean a process through which ideas can be gathered in a systematic way. Organisations that do have a strategy in place and are highly innovative achieve higher growth over a 5 year period. Alignment: Moving on from innovation and idea capture we move on to developing the business case, which is where the concept of alignment comes to the forefront. For most organizations, projects are only worth approving if they align with corporate or strategic goals, yet 68% of organisations don’t do this. So what’s the benefit of being highly aligned? 17% higher Growth Rate over a 5 year period. Execution: Following approval we move in to execution, the running of the project and this is where a large number of projects fail in one way or another due to poor communication, whilst organisations that have effectives ways in which to increase communication and collaboration see a 17% increase in projects being completed on budget.
- Continuing with statistics, 2/3 of CIOs see collaboration as the key to driving innovation, if you can’t communicate effectively, you can’t share as many ideas. 60% of employees now work in multiple locations, and this statistic is increasing year on year and we’ve seen this approach to work becoming the norm – so this makes it vital that organisations make it easier for everyone to collaborate, otherwise as highlighted by another study, oganisations can see a 21% loss in productivity. On the flipside, organisations that invest in Enterprise Social Networks, such as SharePoint & Yammer can see a 37% increase in project collaboration, which we saw on the previous slide results in an increase on the number of projects being delivered on budget, although there are other associated benefits too.
- Disparate systems, one for scheduling, another for resource management, another for finance tracking – all disjointed
- To address these pain points Microsoft have been developing the Microsoft Project Solution set since 1987, when they first launched the desktop scheduling solution that most if not all of you will be familiar with. At that time Project was primarily a tool for individual projects managers, but as organisations…..
- Add benefits for IT
- Centralised Repository Lots of functionality & features Identify the biggest pains you’re trying to address? Aim to get some quick wins and plan a phased rollout to switch on more functionality as you mature Features part of on-premise, also available in the cloud, no infrastructure cost
- Overview of Office 365 Home Page Overview of PWA home page and intro tiles for new users Creation of new project via EPT (benefits) Project Centre Drilldown in to project, show summary page then Project Site - PDP’s – Strategic PDP Portfolio Analysis Resource Management Resource Centre Project Pro – Assign Resources & TEAM Planner Task Allocation & Time Reporting Reporting Project Pro Power BI Standard vs PRIME – example of custo
- Thank you Baz for this great Project demo. Let’s spend now the next 5 minutes to see some of the new features included in the Microsoft Project Roadmap.
- As the PPM space continues to evolve, Microsoft continues to deliver cutting-edge solutions ahead of the curve within this space. Project Management forms the core of PPM space. This is a very traditional domain, which is all about providing the project manager a very strong and intuitive tooling to ensure that the project is staffed and managed in the most efficient way possible to ensure that the Project is delivered on time and at cost. Next comes Portfolio management. Given the challenging economic environment and tighter budgets, organizations need an integrated set of tools that can help them all the way from new project ideation to selection. We continue to add newer features here. One area that we are beginning to focus on more keenly is around Work Management. In the most simplest terms work management is all about providing Information Workers and teams very collaborative and intuitive environment to manage their deliverables and timelines in a very efficient fashion while staying in tune with a broader organization context.
- Let’s take a deeper dive into some of the key investments that we expect to deliver in not too distant future around Work Management.
- The work management application will be offered as a native app across multiple devices and form factors. As you can see here, I am connected to my Office 365 portal and I can see a brand new tile called ‘Work Management’.
- When the work management application opens, I see a Summarized Projects View offering a view of all my projects I am currently working on. On the right end side, the task panel provides a single list of all my tasks. That includes my private tasks from Exchange, my Work Management and Project Online tasks.
- I want now to see more details about the projects that I lead. We are now in the Project Dashboard view. From the top, we can see 3 main tabs: Dashboard view shows the key timelines and the status associated with them. There are KPIs on the left. In the center, we can see individuals working on the project. And on the right end side, we can see the task panel with the tasks associated to all the individuals associated with this initiative.
- Let’s go now in the task list tab. When I click on a specific task, there are 3 different views on the right end panel: In the details view, I can see status, assignment, start date, due date and notes. I can obviously update all these information very easily.
- In the conversation view, I can initiate a conversation with each task in a very social manner. This is going to be built on the “group” feature of SharePoint.
- And finally, in the file view, I can assign a file to a task and share it. It will appear on the timeline associated with the task and it will be stored on the SharePoint repository.
- Let’s move on now to the taskboard view. This is a very simple concept where you categorize tasks into multiple verticals or categories by status or by assignment. This is touch friendly which means you can very easily move these tasks to update their status.
- Let’s see now an example of integration between Work Management and Delve. Office Graph is a ‘machine learning’ which understands which files are the most important for you and Delve is an application which lets you visualize these information in a very intuitive manner. Directly within Delve, I can now add follow-up tasks to Work Management and my project plan will be updated accordingly.
- Any user can use the native app and browser support regardless of their device. Work Management native apps will initially be available for Windows and then later expanded to other mobile operating systems such as Android and iOS. Let’s move on now to Q&A’s.