ca project & portfolio management and ms project integration: tips, tricks and why's new...
TRANSCRIPT
World®’16
CAProject&PortfolioManagementandMSProjectIntegration:Tips,TricksandWhat'sNewforYou
ShannonThoke,Director– TechnicalSales,CATechnologies,Inc.DanGreer– President– Rego Consulting
AMX68E
AGILEMANAGEMENT
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Abstract
JointhissessionforthelatestonMSProjectandCAPPM. ThissessionwillhighlightthelatestMSPconnector.
ShannonThokeCATechnologies,Inc.Director– TechnicalSales
DanGreerRego ConsultingPresident
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Agenda
WHAT’SNEWINTHEMSPINTERFACE?
DEFAULTPROJECTSETTINGS
CASESTUDIES&BESTPRACTICES
PERFORMANCE
FIELDMAPPINGS
SCHEDULING
1
2
3
4
5
6
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WhywasthereaNewMSPInterfaceBeginningin14.x?
§ MicrosofthasnotsupportedtheOLEframework(whichiswhattheolddriverutilized)inmanyyears.
§ Thenewdriverprovidesthefollowing:– TighterintegrationwithMSP– AbilityforMicrosofttofixreportedbugs(over17bugsreported
andmanyfixedalready)– Betterperformance
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What’sNewwiththeMSPInterface?
§ Formasterprojectsthereisnolongeraresourcepool!– Allresourceswillbedisplayedonthemasterresourcesheet.
§ WenolongerwillsavecustomviewsintheMPPfile.– RecommendusingGlobalViews
§ Save-Asnolongersupportsoverwritinganexistingproject.Save-AsstillworkstocreateaNEWprojectwithsupportforprojectIDauto-numbering
§ WedonotautomaticallymapPendingETC,PendingActuals,orchargecodetoMSP
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WhatElseisNewwiththeMSPInterface?
§ Lesstaskconstraints
§ TheprogressdialogcannowbeseeninMSPandnotasapopup
§ Improvedlogging,troubleshooting,andbenchmarking
§ Mappingsupportoflookups(static)– bothOOBandcustom.Multi-valuedandDynamiclookupsarenotsupported.
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ProjectDefaultSettings
§ SettingyourprojectdefaultsforeachMSPuserwillreduceschedulinginconsistenciesacrossyouruserbase.ThisisacriticalstepinnormalizingyourMSPtobereadyforintegrationwithPPM
§ Whenyouaresettingorcheckingyourprojectdefaultmakesureyouhaveallprojectsclosed(includingproject1)
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MandatoryDefaultSettings
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CAPPMisthePrimaryOwneroftheFollowingDataElements§ ProjectPlans
§ Resourceswhoworkontheseprojects
§ Theratematrixusedtogeneratetheprojectbudgetandcosts
§ ResourceCalendars
§ AttributeDefaults(suchasOpenforTimeEntry,LoadingPattern,etc).
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PerformanceTipsandTricks
§ Opentheprojectin.xmlandnotethetime.ThisishowlongMicrosofttakestoopentheproject!
§ Youcanhaveadeepproject(withmanytasks),oryoucanhaveawideproject(withtaskswithalongerduration).ButstayawayfromaDeepandWideproject!
§ Ingeneralthelongerthetaskduration,thelongeritwilltaketoexporttheproject.Keepthesetypeoftasksataminimum
§ Revieweachtaskandsetrealisticstartandfinishdates.
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PerformanceTipsandTricks(Continued)
§ Removeanyunnecessaryassignments.
§ Donotusebuckettasks(assignallteammemberstoasingletask)
§ OnlyexportthecurrentbaselinetoMSP,asthebaselineisasnapshotoftheprojectplan.
§ UseUniformLoadingPattern
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TheProjectObject
§ Thereare2mainareaswherePPMProjectInformationisstoredinMicrosoftProject– TheProjectProperties
§ File>Info>ProjectInformation>Advanced>Properties>SummaryTab– TheProjectSummarytask(Task0)
§ File>Options>Advanced– Selectthe“ProjectSummaryTask”checkbox
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TheTaskObject
§ TheGanttisthebestviewtoreviewyourtaskinformation.Thefollowingisalistofnon-standardmappedfields:
PPMField MSPField
Key Task Flag1
TaskID Text1
*PPMReserved Text 3
*Text3isareservedfieldwhichcontainstheuniqueID,trackmode,openfortimeentryandotherimportantPPMinformation.Thisfieldshouldnotbeedited.
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TheResourceandTeamObjects
§ Theresourcesheetviewgivesyouthebestviewtoreviewyourresourceinformation.Thefollowingisalistofnon-standardmappedfields:PPMField MSPField
ResourceID Initials
Category Group
Resource Type Type(work,material, cost)
Rate (fromratematrix) Std Rate
IsRole Generic
Max% Team AllocationonToday’sDate
* Text3
*Text3isareservedfieldwhichcontainstheuniqueID,trackmode,openfortimeentryandotherimportantPPMinformation.Thisfieldshouldnotbeedited.
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TheAssignmentObject
§ TheMSPtaskusageViewisthebestviewtofindAssignmentinformation.
PPMField MSPField
ETC Remaining Work
TotalEffort Work(actuals+ETC)
LoadingPattern Work Contour
Max%Load Units
* Text 3
*Text3isareservedfieldwhichcontainstheuniqueID,trackmode,openfortimeentryandotherimportantPPMinformation.Thisfieldshouldnotbeedited.
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FieldMapping
§ ThereisanewpageinCAPPMthatwillallowadminstocreatetheirownfieldmappingstoMSP.CustomerswillnolongerneedtohavetheirDBAdothiswork!
§ TheMSPFieldMappingpagecanbefoundintheProjectManagementsectionintheAdmintool.
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FieldMapping
UsingtheMSPFieldmappingpage,customerswillbeabletomapattributesfromthefollowingobjects:
§ Object
§ Resource
§ Team
§ Task
§ Assignment
§ MSPview
§ ResourceSheet
§ ResourceSheet
§ Gantt
§ Resourceusageview(NOTtaskusage)
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FieldMapping
Youcanmapbothexistingfieldsandcustomfields!
PPMDataType
§ Date
§ Number
§ Boolean
§ String
§ StaticLookups!
MSPField
§ Date1– Date10
§ Number1– 20
§ Flag1– Flag20
§ Text1– Text30
§ Text1– Text30
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FieldMapping
Fieldmappingsareeveneasierbeginningin14.4.Allmappedlookupswillhaveadropdownpicklist!
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ProjectScheduling
§ MSPisaschedulingtool.ItsjobistoscheduletheprojectEVERY timetheprojectisopenedfromPPM.
§ Factorsthatwillaffecttheprojectscheduleinclude:– Timesheetposting– Assignmentchanges,suchasmodifyingremainingwork(ETC),adding
teammemberstotasks,andchangestoallocation– ResourceCalendarchanges– AssignmentLoadingpattern
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LoadingPatterns
§ LoadingPatternsdeterminehowtodistributetheremainingwork(ETC)ontheassignment
§ UniformLoadingPatternisrecommendedforthemostconsistentandpredictableworkdistribution
§ TheassignmentWorkContourfieldinMSPmapstotheLoadingPatternfieldinPPM
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TaskTypes
§ Wesupportthe3MSPtasktypes,FixedWork,FixedUnitandFixedDuration.Fixedunitsisthemorereliable(predictable)tasktype.
§ YoucansetatasktobefixeddurationinClarity.Addthe“FixedDuration”fieldtothetaskproperties.
§ Youmustset“FixedWork”tasktypesinMSP.
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LoadingPatterns(Continued)
§ WhenopeningfromPPM:– Fixed(PPM)becomesContour(MSP)– Uniform(PPM)becomesFlat(MSP)– Front(PPM)becomesFront(MSP)– Back(PPM)willbecomesback(MSP)– Contour(PPM)willmaptoContour(MSP)
§ Note:FixedloadingpatternusesETCina“useitorloseit”method.AnyETCnotusedthatweekafterpostingwillnotberedistributed,butremoved.
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TeamAllocations
§ TheTeammember’sallocationwillcalculatetheresource’sETContheirassignment.Forexample,iftheresource’scalendaris8hoursperday,andtheyareallocated100%toaproject,theywillbescheduled8hoursperdaybydefaultwhentheyareaddedasanassignmenttoatask.
§ Iftheyareallocated50%totheproject,theywillbescheduledat50%oftheiravailability,sointhiscase,itwillbe4hoursperday.
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TeamAllocation(Continued)
§ PPMalsoallowsyoutocreateallocationsegmentsforaresource,whichmeansyoucanallocateateammemberfor100%foramonth,andthenextmonth50%.Whenyouassigntheresourcetoatask,theETCwillbe8hoursperdayforthefirstmonth,thendecreasedbasedupontheallocationsegmentat4hoursperday
§ NOTE:Allocationsegmentsarerecommendedonlywhenresource&projectmanagersarecomfortableunderstandingandsettingthedefaultallocation.
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TeamAllocation(Continued)SettinganallocationforateammemberinPPM:
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TeamAllocation(Continued)
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NOTE:ThedefaultallocationinPPMdoesnotmapdowntotheMax%fieldonthe
resourcesheetinMSP.Thenumbershownisalwaysbasedupontoday’sdate.
Forexampleiftodayis12/14/2015
Showsas25%inMSP.
TeamAllocation(Continued)
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AssignmentUnits
§ TheAssignmentUnitsfieldinMSP,showsthepercentagethatrepresentstheassignedresources'allocationtoatask.
§ Forexample,inMSPifyouhavetheMax%setto100%(8hoursperday),whenyouchangetheunitsonanassignmentto25%,theRemainingWorkdistributionwillbe2hoursperdayontheassignment.
§ Bydefault,whenaresourceisassignedtoatask,theunitswillreflectwhattheMax%isshownontheresourcesheet.
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Max%Load
InPPM,insteadofassignmentunits,wehaveaassignmentfieldcalledMax%Load.Thisfieldcanbeaddedtotheassignmentsectionofthetaskpropertiespage.ItessentiallyworksastheassignmentunitinMSPdoes.
Withmesofar?Nowit’stimetothrowawrenchintheworks!
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Allocations,Units,Max%Continued
§ Tomakethingsveryinteresting,wehaveanewoptionintheProjectManagementsettingsintheadmintool.
§ Whenthisischecked,PPM’sMax%LoadwillmaptoMSP’sAssignmentunitsfield.
§ Whenthisisunchecked,theMSPAssignmentUnitsfieldwillbebasedupontheTeammember’sdefaultallocation.
§ Besuretounderstandhowbothsettingsworkbeforerecommendingtoacustomer.– WiththeLegacyinterface,thissettingonlyappliestoassignmentswith
uniformloadingpattern.
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Work=UnitsxDuration
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FixedDurationTaskTypes
§ Iftheassignmenthasremainingwork,yetthetaskfinishdateisreached,thefinishdatewillmovetoaccommodatetheremainingwork.
§ WARNING:Evenwithfixeddurationtasktypes,Microsoftwillwanttotrytoresolveoverallocations onfixeddurationtasktypes,andifyourassignmentisoverallocated,Microsoftwillincreasethedurationofafixeddurationtasktypewithawarning.
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ImpactofTimesheetPosting
§ WhenyouopenyourprojectinMSP,itwillbescheduled.Actualhourspostedagainstatimesheetwillcausetaskdatestoshift,whichwillaffecttheoverallprojectplan.
§ ThiscanbechallengingfornewuserstoPPMwhohaveusedMSPinthepastandareusedtoinstantfeedbacktoupdatingactualsinMSPmanually.
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ImpactofTimesheetPosting(Continued)
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MarkingaTask100%Complete
§ ItisimportanttoknowthecorrectwayinMSPtomarkatask100%.
§ Ifyoumarkthetaskcomplete,MSPmayaddactualhourstoyourtaskautomatically!TheseactualhourswillbediscardeduponsavetoPPMbecausePPMwillonlyallowactualstobeenteredfromtimesheets.
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WhattoDoifYouSeeanUnanticipatedSchedulingChange
§ WhenyouencounteraschedulingchangewhenyouexportaplantoMSP,trytorecreatetheissueinMSPstandalonefromscratchbeforereportingtheissuetoPPMSupport.
§ WhenyoudoreportaschedulinganomalytoPPMSupport,pleasesendinscreenshotsoftheplaninPPM,stepstoreproducetheproblem,the.mppfile,andwhatyouexpecttosee.ThisinformationwillallowPPMSupporttobeabletodiagnoseandresolvetheissuefaster.
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CaseStudies&BestPractices
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CaseStudy#1• ProjectManagersresponsiblefortask
classification,buttheydidnotfullyunderstandtheimpact
• Poordataqualityoncapital/expenseclassification ontasks
• Missedopportunityforcapitalization
• Createdstandardtemplateswithminimumphasesandtasks
• Createdaprocesstoautomatethepopulationofcosttypeondetailedtasks
• Heldone-daytrainingforProjectManagers
• ProjectManagersimprovedadoptionandunderstanding(tookacouplemonths)
• Laborcapitalizationmoreaccurate• Time-trackingimprovedandsenior
leadersbegantousethetimesheetdataformorepredictiveplanning
• Alittlebitofautomationgoesalongwayinperception
• Trainprojectmanagersonthe“why”aswellasthe“what”– theyneedtounderstand
• Increased dataquality=higherleadershipbuyin
DRIVER
SLESSO
NSOUT
COMES
APPROACH
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CaseStudy#2• Businessunitwasmoving from
MicrosoftEPMintoanenterpriseCAPPMinstance
• AcriticalsuccessfactorwastoallowProjectManagerstocontinueusingMSPforscheduling
• TrainedacoregrouponhowtomigratetheplansfromEPM
• Migratedallplans1weekprior
• HeldOne-daytrainingforProjectManagers
• Includedhigh-touchsupportforProjectManagersforfollowingmonth
• Migrationwassuccessfulwithstrongsupportandadoptionfromprojectmanagers
• Veryfew issueswithplansbeingmigrated,resultinginnoworkdisruption
• MicrosoftEPMconnectionandtheMSPConnectordon’tplaywellwitheachother
• Leaveplentyoftimetotestandconfirmthemigrationapproach
• High-touchsupportwascriticalforhighschedulingmaturitymanagers
DRIVER
SLESSO
NSOUT
COMES
APPROACH
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CaseStudy#3• Complex scheduleswithenforced
detailsforfinancialcontrols,timetracking,andhealth– leadingtopooradoption
• Wantedtofindawaytoincreaseadoptionwithout givingupsomeofthecomplexity
• Providedafewoptionswithprosandconsforscheduling
• Conducted“conferenceroompilot”withinternalteamwithafewoptions
• Conductedpilotwithafewuserswithchosenoption
• Implementeda“compromise”schedulewithsomecomplexandothersimpleelements
• Increasedadoptionandacceptancebyprojectmanagers
• Aprojectschedulewillnotsolvenon-schedule-relatedissues
• ProjectManagersmusthavetheabilitytocontroltheirschedule– ifnot,theywillcontinuetouseMSPoffline
• Sometimesitsbesttousea “trybeforeyoucommit”approach
DRIVER
SLESSO
NSOUT
COMES
APPROACH
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BestPractices
§ Automationcanimprovedataqualityandincreaseleadershipbuy-in
§ WhenProjectManagersunderstandthecompletepicture—the“why”,notjustthe“what”—theyaremorelikelytoadopt
§ Trainingandhigh-touchsupportshouldbeplannedtogetusersoverthelearningcurve
§ ProjectManagersmusthavetheabilitytocontroltheirschedule–adoptiondependsonschedulesbeingusedmainlyforscheduling
§ Investinmigrationplanning– testand“trybeforeyoucommit”
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