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

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 - 3
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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 - 6
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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 - 9
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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 - 12
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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 assignments
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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 - 18
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7. InnoTech Presentation 10-20-2011 10/19/2011
Project Server – Phase workflow
Project Server – Project Reporting
Project Server – Resource analysis
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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 - 24
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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 - 27
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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 - 30
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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 - 31
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