ppm-36: an approach to role based training with pm compass · 1. baseline change alert: notify your...

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


Training Topics by Role


• 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




• 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


Scheduler

• Virtual 1.5 Hour Training


• Focus on scheduler responsibilities

‒ Monthly Statusing

‒ Baseline Changes

• Review of Workflows for Approvals

• Reporting

• Data Mining

Workflows/Alerts












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



• Approving a CAMs EAC Change Request



Scheduler



• Approving a Baseline Change Request Form








• 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)



Control Account Manager (CAM)

• Virtual 2 Hour Training


• 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













• 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











• Customizing the Enter Progress window

• Grouping and Filtering in the Enter Progress window


• 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



PM/BM

• 1 Hour Virtual Training

• Real time exercises and examples


• Focus on PM/BM responsibilities

• Review of Workflows for Approvals

• Reporting

• Data Mining

Workflows/Alerts












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



• Approving an EAC Change Request

• Variance Analysis Reporting

• VAR Reporting Overview

• Approving a VAR form



• Approving a Baseline Change RequestDistribution Statement A: Approved for Public Release; Distribution is Unlimited; #19-2128, Dated 10/28/19


PM/BM








• Creating a Personal Projects List

• Delegating Assignments to another PM or BM

• Re-assigning a Workflow Step to another PM / BM



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
