Transcript PPM Solution Overview and Demo

Project Performance
Management Solution (PPMS)
Solution Overview
Agenda
 Common Challenges
 Solution Goals
 Demo, from two perspectives:
 Project Managers
 PMO Team
 Going Forward
Common Challenges
1. Redundant, manual processes are time consuming for the PMO
and Project Managers, often significant time spent each month
preparing static reports for Executives.
2. Data Analytics and KPIs are difficult to monitor because data is
housed in disparate sources including spreadsheets, shared drives,
SharePoint sites, etc.
3. No audit or historical information is usually not available to Project
Managers causing them to spend excessive time to provide
leadership with project performance status updates
4. With numerous manual inputs, the opportunity for errors is high
while reports produced come with a low degree of confidence.
Solution Goals
1. Help organizations streamline data collection processes. (e.g. eliminate the
2.
3.
4.
5.
need for redundant data-entry). The solution simplifies the informationcapture for both the PM and the PMO
Enable robust reporting on authoritative data using techniques like
scorecards, dashboards and / or reports.
Help organizations to centrally manage authoritative data. (e.g. manage
data in a structure / format that supports data analysis and reporting
scenarios)
Reduce or Eliminate opportunities that invite typos and errors. Guide the
users through the process to reduce guess-work and provide better
visibility into what will be reported.
Providing for a smooth transition, demonstrate how objective metrics can
be derived and compared against subjective measures.
Tools
 We focused on achieving these goals by leveraging to the
greatest extent possible, products and technologies that
most agencies already own or have access to, such as:
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Microsoft Project Server
Microsoft SharePoint
SQL Server Platform
Microsoft Office
High-Level Solution Architecture
Project Server 2010
PS_Draft
PS_Archive PS_Publish
SharePoint 2010 Enterprise
PS_Report
SharePoint
Content
DB
Portfolio Dashboard
--Risks
--Issues
--Deliverables
--Project Documents
MS Excel
Smart Form
PSI
--Financials
Stored
Procedure
Stored Procedures
PMO_ODS
(Relational DB)
ETL
Applications
·
·
ETL
·
·
PMO_DW
(Star
Schema)
ETS
Reporting Cube
Project Server 2010
SharePoint Enterprise 2010 (with
Excel Services, Performance Point
Services, All web parts and site
templates available)
SQL 2012 (SSAS, SSIS, SSRS)
(Database engine can be SQL
2008)
Excel 2010
Breakdown of the Tools
 Project Server 2010 – Leverages current investments and provides
significant scalability. With a few custom fields, we capture the key
information needed and simplify the tool at the same time. Project
Managers of any maturity level will recognize the flexibility of the design.
 SharePoint 2010 – Also leverages current investments and provides
outstanding collaboration and Business Intelligence tools. Project teams
are given collaborative space which becomes a one-stop shop for all
project-related information.
 MS Excel 2010 – Perhaps the most widely used data collection and analysis
tool in the world. Not only is this a familiar interface for users, but Excel is
very flexible and supports the ability for PMs to easily update their financial
baselines, projections and performance indicators. Using Excel will
drastically improve user adoption of the system because there will be little
to no learning curve.
Demo – A Day in the Life of a Project Manager
Creates a Project in
Project Server
Opens Excel, follows
the guide to enter
projections and save a
baseline
Monthly – Re-opens
the Spreadsheet and
updates Actuals and
Projections
DEMO
A Day in the Life of a Project Manager
From the standard
Project Web App site,
Project Managers can
easily get to any of their
projects.
PM selects their project
and clicks here to
access its SharePoint
site (or they can just go
straight to the
SharePoint site)
The SharePoint-based project
collaboration site is the single location
Importantly,
thePM
sitegoes to access all
that the
automatically
generates
project-related
information
tasks. immediately
For and
example:
tasks which
remind
the
PM
Each Project in Project Server
has
one
after
a
new
project site is
when various activities
are sites.
of these
created, a task reminds the
needed.
PM that they need to prepare
a financial baseline.
They use the site to create
and manage their project
deliverables.
The task provides the PM with an
explanation of what is required and a
link directly to the Microsoft ExcelThey use the site to
based
budget
tool, them
making it easy
The site
provides
manage and address
forwith
themlinks
to access
the tool that is
to content
issues
used toand
prepare
and save their
(pages
even videos)
financial
for their project.
that helpbaseline
them perform
their work.
They use the site to
manage and mitigate risks
The Project Manager uses
Microsoft Excel to create their
Financial Baseline. The Excel-based
tool includes a custom task pane
that guides the PM through what
they need to do.
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When they click “Manage Baselines”,
they are taken directly to the place
within the workbook where they
need to enter their baseline
projection data.
The rows and columns presented
to the PM align precisely with the
tasks and task durations that exist
within their current project plan.
This enables the them to easily
spread cost projections across the
time range of their project plan.
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At this point, the PM’s task has been completed. A financial
baseline has been saved in accordance with the Project Schedule.
The Project is Ready for Execution!
A month goes by and it is now time for the PM to prepare and
submit their monthly financial projections and subjective
performance measures. As always, they visit their project’s
collaboration site to do this.
Today when they visit their project
site, they notice a new task pending
their action. This task is reminding
them that it is time to perform their
monthly projections.
Once again, this task tells them
what they need to do and
provides a link directly to the
Excel budget tool. No need for
them to look around for this
Excel workbook!
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After clicking the link in the task,
the project budget spreadsheet
is launched.
Once again, the rows and columns
presented in this sheet align
precisely to the current project
plan. For example, if the duration
of the project plan increased,
additional columns will appear in
the spreadsheet so that the PM can
project costs into the new periods.
If their revised projections
exceed the PMO’s threshold,
they will be notified that an
Once they have entered their action is required.
projections and subjective
performance measures, they
simply
their
for
At thissave
time,
theprojections
PM can also
the
given
reporting
period.
easily
enter
their subjective
performance measures and gain
quick insight into various projectlevel status and measures.
At this point, the Project Manager (PM) has completed their
monthly projection process. A projection snapshot has been
saved into a centrally managed database and the Project
Management Office (PMO) gains immediate visibility into project
performance.
Each month, a task is automatically generated for the PM
reminding them that they need to perform their financial
projections. That task is prominently displayed on the landing
page of the Project Site as previously depicted.
Assuming the PM’s recent
projection triggered the need for a
variance report, a task will be
waiting for them in their project site
reminding them to fill out the
report.
This time, the task points the PM
directly to the Variance Request
form. They can click the link and
the form will be opened,
prepopulated with information that
comes directly from the database.
No need for re-typing data that
has already been captured in prior
steps!
After clicking the link in the task,
the variance form is launched.
This form itself can be governed
by a SharePoint workflow such
that when submitted, a review /
approval workflow is initiated.
Collectively these tools greatly simplify
the work that is required of the PM.
Additionally, more reliable data is
collected throughout the process and
this data is centrally managed in an
authoritative database.
Demo – A Day in the Life of a PMO Member
Provides process oversight, supports PMs
Sets up new reports, as needed
Performs analysis of project performance
Identifies corrective action needed and assists with
managing the change
DEMO
A Day in the Life of the Project Management
Office Member
From the PMO Central
site, all reporting is
driven via the Business
Intelligence section on
the Quick Launch.
Click “Portfolio
Dashboard” to start.
You are taken to the Performance
Point Dashboard showing a
Performance Scorecard for all the
projects.
Each KPI includes a drilldown to the project. For
example, click to expand
“Cost Performance.”
To look at a prior time period,
change the drop-down for
“Month” here. With this, we can
view what the projects /
portfolio looked like from a prior
reporting period.
Let’s click “2013 February” to see
what the dashboard looked like
3 months ago.
You can now see the projects and
KPI for each of them. The white
diamond means the data for that
time period hasn’t been entered
yet. In this case, the Project
Managers need to update their
projections.
Click a project to see
what other
information is
available
The chart on the right is updated to
Great! You can see that all
reflect the information for the
the projects have data
selected project. You can see that
entered for this month.
this project was projected to spend
much more than the baseline at one
point.
So far, we’ve been focused on Cost
Performance. The other metrics
work the same way. Go ahead and
expand Schedule Performance,
then choose a project.
For Schedule Performance,
you can also see some
additional milestone
performance information.
Ok, let’s see what other
reporting options are
available. From the
PMO Site, let’s click into
the Report Gallery
This one is an Excel
Services report that uses an
SSRS data connection to
pull data from SQL. Click
the picture to open the
report.
The Report Gallery is actually a
“Power Pivot Gallery” that uses
some of SharePoint’s finest BI
features. In this gallery, there are
a number of reports. Let’s go
through them to show the types
of reporting that is available.
To return to the
Gallery, click
FileClose.
The data in these reports are
refreshed automatically when
you open them.
These two reports pull
data from an OLAP Cube.
Let’s click the Milestone
report to see the details.
These reports are all
completely tailorable,
as well. Click “Open in
Excel” to see how
easy it can be.
Republish the report and
close Excel when you’re done.
It’s that easy! The Start Date is
instantly
The reports relynow
on Excel
Pivotadded to the
report.
Excel, you also
Tables to
slice
data.Using
Via the
Add
thethe
have
web,TaskStartDate
you can filter
or Conditional
sort by any Formatting
by
andupcoming
many other options
column.
E.g. To see
dragging-andavailable
make the report
milestones,
bythe
FinishtoDate
dropping itfilter
onto
Pivot Table.look nice. Make any other
tweaks as you see fit.
This Portfolio Analyzer
report is particularly
interesting and uses
PowerPivot to slice data.
Click the image to open the
report.
To return to the
Gallery, click
FileClose.
Let’s dig a little deeper.
I am
Notice
at the top of this
especially interestedreport
in a few
of there
the are several
that
DMB projects. Hold down
CtrlLet’s
while
“slicers”.
quickly look at
you click the projects
to include.
only
the DMB projects by
clicking the value in the
Portfolio Slicer.
This report also has
another tab. Click the
second tab to open
the other worksheet.
The same type of Slicers
The report is instantly are available. On this
updated to show only the
page, though, I can even
This data
is starting
DMB
projects.to tell me
drill down to see the
something about my projects.
E.g.
performance
of specific
Again,
my
report
is
Finally, Iphases
onlyoffwant
to focus
Notice the projected expenses
tail
in my
project.
updated
instantly.
on
this
current
year,
so
near the end of the year. Next time I
in the “Year”
am planning my budget,click
I can2013
better
plan the portfolio with this Slicer.
These reports show the same
information.
information in the previous tab but
just in a different manner. E.g. I
planned to spend 7% of my total
budget on the AMS project, but so
far, it only accounts for 3%. Why is
that?
Finally, a new feature with
SQL 2012 is PowerView
reporting. This particular
report uses PlayAxis to
animate my report.
This type of report is particularly useful
when preparing a presentation. The
report can be exported directly into a
presentation and can animate live data,
directly from PowerPoint. Click
FileExport to PowerPoint.
In this report, we’re using Play
Axis to animate the data. Click
the button to the left of the
time slider to play the report.
As you can see, once the data is in
a database, we open up lots of
possibilities for analyzing data,
using out-of-the-box SharePoint
and Excel Business Intelligence
tools.
Contact Us (703) 635-2627
Procentrix Overview
Founded in June 2006
Headquartered in Herndon, Virginia
Supporting Federal Government and Private
Sector Clients
 Premier Provider of Microsoft-Based Solutions
 Microsoft Authorized Provider of SharePoint
Deployment Planning Services (SDPS)
 Microsoft Online Services Partner
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Founding Vision - To help organizations develop reliable IT based solutions with a focus on leveraging
investments they have already made on Commercial-off-the-Shelf (COTS) products and technologies.