ppm-36: an approach to role based training with pm compass · 1. baseline change alert: notify your...
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PPM-36:An Approach to Role Based Training with PM Compass
Scott Krieger & Donna Schumacher, Northrop Grumman
Agenda
• Overview
• Why Train by Role?
• Roles and Project Preferences
• Enterprise Project Management (EPM) Security
• Training Approach by Role (Current & Future)
• Take Away
2 Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
PM Compass Roles and Project Preferences
Introduction
• Standard Company EVM System Description
• Standard Company Processes
• Targeted Training for the Following Roles:
‒ Program Manager (PM)
‒ Business Manager (BM)
‒ Control Account Manager (CAM)
‒ Program Control Analyst (PCA)
‒ Scheduler
‒ Executive
3
Standard User Roles
and Access
Standard Project
Preferences
Standard Project
Template
Set Your Roles, Preferences and Templates to Mirror Company StructureDistribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Why Train by Role?
Program Manager
Business Manager
Program Control Analyst
Scheduler
Control Account Manager
Executive
4
Key Benefits
• Roles have different responsibilities
• More detailed training
• Discussion of real examples
• Saves time and money
• Smaller training classes
• Allows for hands-on training
• Improves engagement
Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
EPM Security
An Approach to Role Development
5
• Identify what each role will be responsible for in PMC
• Create role
• Determine settings• Access
• Enabled
• Visible
• Update EPM Security by role
• Monitor and Manage settings
Set Your Roles to Mirror Role ResponsibilityDistribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training approach by Role
Program Control Analyst (PCA)
• Hands on 2.5 Hour Training• Real time exercises and examples
• Integrated with Cobra Training
• On-site Training
• Utilize Quick Steps for follow up assistance
• Focus on PCA responsibilities and their new process flow
• PCA to become SME’s in PM Compass to support their program team
Workflows/Alerts
1. Baseline Change Alert: Notify your program team of a change that will be processed
2. Monthly CR Kickoff Alert: Notify your program team that it’s time to process EAC CR’s
3. Program Planning Directive: Issue Program Planning Direct to program team
4. Initial Work Authorization: Issue authorization and budget prior to establishing PMB
5. Work Authorization Document (WAD): Issue program work authorization documents
6. Change Request (Baseline): Process and route baseline change alert for approval
7. Change Request (EAC): Process and route EAC change alert for approval (Deferred)
8. Variance Analysis: Process monthly VARs, as required by your program
9. IMS Status: Enter Progress/Status into your IMS
6 Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training Topics by Role
Program Control Analyst (PCA)
• Setting Up a New Project in PM Compass
• Program Planning Directives
• Program Planning Directives Overview
• Initiating a Program Planning Directive
• Work Authorization Documents
• Initial Work Authorization Overview
• Generating a Control Account Initial Work Authorization
• Generating and Submitting a WAD
•
• Monthly Status – Cobra Only Programs
• Approving Monthly Statusing Overview
• Flagging Work Packages for Monthly Statusing
• Viewing and Approving CAMs Monthly Status
• Checking all Status has been submitted and approved
•
• Monthly EAC Changes
• EAC Changes Overview
• Sending out the Monthly CR Kick Off Alert
• Approving a CAMs EAC Change Request
Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training Topics by Role
Program Control Analyst (PCA)
• Baseline Changes
• Baseline Changes Overview
• Generating a Baseline Change Request Form
• Approving a Baseline Change Request Form
• Variance Analysis Reporting
• VAR Reporting Overview
• Generating Monthly VAR Forms
• Viewing a CAMs VAR forms in PM Compass
• PM Compass Reporting and Data Analysis
• Running PM Compass Reports
• Analyzing the MSP Schedule Data
• Analyzing the Cobra Cost Data
• PM Compass Dashboards
• Data Mining in PM Compass
• PM Compass Advanced Options
• Creating a Personal Projects List and settings
• Delegating Assignments to another PCA
• Re-Assigning Workflow Steps to another PCA
• Exporting Activity Data to Excel
• Creating a master project for Statusing & AnalysisDistribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training Topics by Role
Scheduler
• Virtual 1.5 Hour Training
• Utilize Quick Steps for follow up assistance
• Focus on scheduler responsibilities
‒ Monthly Statusing
‒ Baseline Changes
• Review of Workflows for Approvals
• Reporting
• Data Mining
Workflows/Alerts
1. Baseline Change Alert: Notify your program team of a change that will be processed
2. Monthly CR Kickoff Alert: Notify your program team that it’s time to process EAC CR’s
3. Program Planning Directive: Issue Program Planning Direct to program team
4. Initial Work Authorization: Issue authorization and budget prior to establishing PMB
5. Work Authorization Document (WAD): Issue program work authorization documents
6. Change Request (Baseline): Process and route baseline change alert for approval
7. Change Request (EAC): Process and route EAC change alert for approval (Deferred)
8. Variance Analysis: Process monthly VARs, as required by your program
9. IMS Status: Enter Progress/Status into your IMS
9 Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training Topics by Role
Scheduler
• Setting Up a New Project in PM Compass
• Work Authorization
• Work Authorization Overview
• Approving a Final WAD
• Monthly (MSP) Status
• MSP Activity Status Overview
• Generating the Activity Progress Entries List
• Viewing the CAMS Submitted Status
• Saving a Copy of the CAMs Status to Excel
• Approving the CAMs Activity Status
• Checking to see if all status has been submitted and approved
• Manually Integrating the Approved Data back to MSP
• Validating the MSP Schedule Dates and Progress to Cobra
• Monthly EAC Changes
• EAC Changes Overview
• Approving a CAMs EAC Change Request
Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training Topics by Role
Scheduler
• Baseline Changes
• Baseline Changes Overview
• Approving a Baseline Change Request Form
• PM Compass Reporting and Data Analysis
• Running PM Compass Reports
• Analyzing the MSP Schedule Data
• Analyzing the Cobra Cost Data
• PM Compass Dashboards
• Data Mining in PM Compass
• PM Compass Advanced Options
• Creating a Personal Projects List
• Delegating Assignments to another Scheduler
• Reassigning Workflows to another Scheduler
• Customizing the Approve Progress Window
• Grouping / Filtering Activities in the Approve Progress window
• Creating Saved Searches (Personal Filters)
Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training approach by Role
Control Account Manager (CAM)
• Virtual 2 Hour Training
• Utilize Quick Steps for follow up assistance
• Focus on CAM responsibilities and their new process flow
• WADs
• Monthly Statusing
• Change Request Baseline
• Change Request EAC
• VARs
• Dashboards and Reporting Access
Workflows/Alerts
1. Baseline Change Alert: Notify your program team of a change that will be processed
2. Monthly CR Kickoff Alert: Notify your program team that it’s time to process EAC CR’s
3. Program Planning Directive: Issue Program Planning Direct to program team
4. Initial Work Authorization: Issue authorization and budget prior to establishing PMB
5. Work Authorization Document (WAD): Issue program work authorization documents
6. Change Request (Baseline): Process and route baseline change alert for approval
7. Change Request (EAC): Process and route EAC change alert for approval (Deferred)
8. Variance Analysis: Process monthly VARs, as required by your program
9. IMS Status: Enter Progress/Status into your IMS
12 Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training approach by Role
Control Account Manager (CAM)
• Work Authorization - Overview
• Approving an Initial WAD form
• Approving a Final WAD form
• MSP Activity Statusing – Overview
• Entering Monthly (MSP) Status
• Entering Monthly (Cobra Only) Status
• Submitting Status (MSP and Cobra Only) for Approval
• EAC Changes – Overview
• Initiating an EAC Change Request
• Approving an EAC Change Request
• VAR Reporting in PMC - Overview
• Accessing the VAR Narrative Forms
• Entering VAR Narrative & Submitting for Approval
• Refreshing a VAR Form
• Baseline Changes – Overview
• Initiating a Baseline Change Alert
• Approving a Baseline Change Request Alert Form
Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training approach by Role
Control Account Manager (CAM)
• PM Compass Reporting and Data Analysis
• Running PM Compass Reports
• Analyzing the MSP Schedule Data
• Analyzing the Cobra Cost Data
• PM Compass Dashboards
• Data Mining in PM Compass
• PM Compass Advanced Options
• Customizing the Enter Progress window
• Grouping and Filtering in the Enter Progress window
• Creating Saved Searches (Personal Filters)
• Creating a Personal Projects (Saved Search) List
• Exporting Activity Data to Excel
• Delegating Status and VARs to another CAM
• Re-Assigning a Workflow Step to another CAM
• Creating a Master project for Statusing & Analysis
Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training approach by Role
PM/BM
• 1 Hour Virtual Training
• Real time exercises and examples
• Utilize Quick Steps for follow up assistance
• Focus on PM/BM responsibilities
• Review of Workflows for Approvals
• Reporting
• Data Mining
Workflows/Alerts
1. Baseline Change Alert: Notify your program team of a change that will be processed
2. Monthly CR Kickoff Alert: Notify your program team that it’s time to process EAC CR’s
3. Program Planning Directive: Issue Program Planning Direct to program team
4. Initial Work Authorization: Issue authorization and budget prior to establishing PMB
5. Work Authorization Document (WAD): Issue program work authorization documents
6. Change Request (Baseline): Process and route baseline change alert for approval
7. Change Request (EAC): Process and route EAC change alert for approval (Deferred)
8. Variance Analysis: Process monthly VARs, as required by your program
9. IMS Status: Enter Progress/Status into your IMS
15 Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training approach by Role
PM/BM
• Program Planning Directives
• Program Planning Directives Overview
• Approving a Program Planning Directive
• Work Authorization Documents
• Work Authorization Overview
• Approving an Initial Work Authorization Document
• Approving a Final WAD
• Monthly EAC Changes
• EAC Changes Overview
• Approving an EAC Change Request
• Variance Analysis Reporting
• VAR Reporting Overview
• Approving a VAR form
• Baseline Changes
• Baseline Changes Overview
• Approving a Baseline Change RequestDistribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Training approach by Role
PM/BM
• PM Compass Reporting and Data Analysis
• Running PM Compass Reports
• Analyzing the MSP Schedule Data
• Analyzing the Cobra Cost Data
• PM Compass Dashboards
• Data Mining in PM Compass
• PM Compass Advanced Options
• Creating a Personal Projects List
• Delegating Assignments to another PM or BM
• Re-assigning a Workflow Step to another PM / BM
• Creating Saved Searches (Personal Filters)
Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Future Training Roles
Executive Management
• Roadmap of including filters to allow different level of Executive Management visibility into
Earned Value data
– Driven by Cobra setup
18
Sector
Division
Business Unit
Program LevelDistribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
Conclusion
• Identify each of the roles and what they need to be trained on
• Large number of trainees require high level coordination and planning
• Spreading PMC expertise across the company
• Train only PMC functionality being actively used
• In person training is highly recommended
• Security rights by role
• Validation process in place to ensure users have completed the training
19 Distribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19
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