1. Overview: Project Server 2003 and Enterprise Project Management (EPM) Implementation for Marshall University January 31, 2005 Presented by: Chuck Elliott and Yanzhi Wu

2. Agenda

• Introduction

• Demo

• Known problems

• Webcast

• Concerns and Challenges

• Recommendations

• Discussion and Next Steps

3. Demo

• Simple project demonstrating the Microsoft EPM solution

• • Project Plan Development

• • Enterprise Resource Pool

• • Enterprise Global template

• • Publishing a project to Project Server

• • Project Web Access integration with Outlook

• • Project Management using Project Server

4. Known Problems

• Outlook integration

• • Tasks show as appointments, it was designed this way and takes getting used to

• • Updating tasks in Project Web Access can generate conflicting data in Outlook

• • Learning Tree instructor recommended we keep in mind that Outlook integration may not be best solution

• Service Pack 1 should not be installed, were investigating

5. Webcast

• TechNet Webcast : A Proven Approach for Success: An Introduction to the EPM Workshop Series (Level 200)

6. Concerns and Challenges

• Enterprise Resource Pool

• • The larger and more complex the pool, the more resources are required to administer and maintain

• • Enterprise level Portfolio management, and Resource management, are dependent on standards and consistency

• • Establishing and enforcing organizational standards

• • Maintenance of the data, adding new types of data (new people, new skill sets, new coding schemes)

• • Tracking leave, sick-leave, training, travel etc. Will this be a centralized or dispersed responsibility?

7. Concerns and Challenges

• Enterprise Global template

• • Allows for all published projects to use the same custom settings (fields, views, tables, reports, groups, calendars, plus enterprise-only fields)

• • Better organization-wide reporting and analysis

• • Standardizes organization breakdown structures

• • Planning is important. What standards do we need?

8. Concerns and Challenges

• Not just a technology project or, if it is, lets decide that up front

• Hardware. Our current single-server environment may support up to 250 users and/or projects

• Licensing

• • an issue mostly for use on non-MU equipment, e.g., consultants and third-party team members

• • Client Access License (CAL) required to use Project Web Access without Project Professional

9. Concerns and Challenges

• Training

• • Role based is preferred.

• • Costs both dollars and manhours

• • Project Management Office (real or virtual) members should be expert at using Project Professional

• • Project Managers and team members will benefit from training

• • Just-in-time training for team members

• Performance Analysis

• • Earned Value analysis Project supports only Percent Complete and Physical Percent Complete

• Organizational Culture

• • Effective implementation will require a change in culture (positive ones)

• • PMs will have to use prescribed calendars, global template, and work within the system

• • An effective PMO will control and negotiate standards

10. Concerns and Challenges

• Outcomes

• • What do the leaders and executives really want?

• • Can an ideal Project Server 2003 implementation meet those needs?

• Full implementation concerns

• • Phased process

• • • Prototype

• • • Test the prototype

• • • Develop training materials

• • • Pilot test

• • • Identify new groups to train and bring into the system

• • Test environment

• • • Hardware costs

• • • Administration

• • • Testing Plan and staffing

• • Disaster Recovery

• • • Strategies, planning, backup and recovery testing, hardware costs

11. Recommendations

• Our recommendations assume an Enterprise Project Management (EPM) initiative is desired

12. Recommendation 1

• IT Executive Group staff an EPM Implementation Planning Project, the goal of which would be twofold:

13. Goal 1

• Draft a high-level implementation plan for Project Server 2003 within IT (and possibly broader) that includes some or all of the following deliverables (documents):

• • • Vision Statement for EPM implementation

• • • Project Charter

• • • Project Scope Statement

• • • Scope Management Plan

• • • Project Management Plan

• • • Expansion Plan (for non-IT departments)

• • • Other Documents

• • • Suggested time frame: two to four weeks

14. Goal 2

• Work with the Project Server Administration Team to establish standards for documentation that:

• • • contribute to project success and can serve as models for subsequent projects and deliverables

• • • help meet future executive needs for:

• • • • Modeling

• • • • Analysis

• • • • Portfolio management

• • • • Resource management

• • • • Forecasting

• • • • Other needs

15. Recommendation 2

• Consider establishing a Project Management Office (real or virtual) with one FTE

• • Advise executives on project-prioritization

• • Advise executives on at-risk projects, provide early-warning

• • Maintain documentation on the environment, policies, and procedures

• • Administer and coordinate Enterprise Resource Pool and Enterprise Global template

• • Support Projects and Project Managers

• • Recommend server configuration changes

• • Design or assist Executives in the design of Views and Reports

• • Provide training or training resources

16. Resources

• Webcasts

• • TechNet Webcast : A Proven Approach for Success: An Introduction to the EPM Workshop Series (Level 200)

• • Microsoft Executive Circle Webcast : Building a PMO with Microsoft's Enterprise Project Management Solution

• Documentation

• • The Project Server 2003 Resource Kit

• Web Pages

• • Project 2003 Home Page

• • Enterprise Project Management (EPM) Solution Overview

• • Planning your EPM Solution implementation

17. Discussion

• Questions

• Discussion

• Next Steps