How to organize and plan How to organize and plan your people and your people and resources for EPMresources for EPM

Roy KayaharaRoy KayaharaProgram ManagerProgram ManagerMicrosoft Office ProjectMicrosoft Office ProjectMicrosoft CorporationMicrosoft Corporation

How Project Pro and Project Server How Project Pro and Project Server can help you manage your resources can help you manage your resources in the EPM settingin the EPM setting

Ideas for determining data Ideas for determining data requirements and identifying data requirements and identifying data sourcessources

Roles and responsibilities for making it Roles and responsibilities for making it workwork

Today You Will LearnToday You Will Learn

Target Users for EPM/RMTarget Users for EPM/RM

Resource Managers who need to see:Resource Managers who need to see:What their people are workingWhat their people are working

Whether or not they’re over-allocatedWhether or not they’re over-allocated

Upcoming commitments vs. capacity to Upcoming commitments vs. capacity to meet those commitmentsmeet those commitments

Project Managers who:Project Managers who:Share resources with other projectsShare resources with other projects

Need help finding people for their projectsNeed help finding people for their projects

Portfolio AnalyzerPortfolio Analyzer

Portfolio Analyzer DataPortfolio Analyzer DataThe Portfolio Analyzer views are driven by the work The Portfolio Analyzer views are driven by the work assignments from the project plans and the capacity assignments from the project plans and the capacity of the enterprise resource poolof the enterprise resource pool

• Project PlansProject PlansProject ManagerProject Manager

Project ManagerProject Manager

Project ServerProject Server

EnterpriseEnterpriseResourceResource

PoolPool

OLAPOLAPCubeCube

PWAPWAPortfolio Analyzer Portfolio Analyzer

UserUser

• Resource pool capacityResource pool capacity• Planned work and costPlanned work and cost• Actual work and costActual work and cost• Baseline work and costBaseline work and cost• Tagged with custom Tagged with custom

metadatametadata

Conceptual SchemaConceptual Schema

ProjectProject

TaskTask ResourceResource

AssignmentAssignment

Time-phased Time-phased AvailabilityAvailability

Add reporting metadata hereAdd reporting metadata here

Time-phased Time-phased AssignmentAssignment

CapacityCapacity

OLAP CubeOLAP Cube

Project DatabaseProject Database

Project DataProject Data

To Get…To Get… You Must…You Must…

Planned workPlanned work Use resource Use resource assignments on tasksassignments on tasks

Actual workActual work Apply progress to Apply progress to projectsprojects

Baseline workBaseline work Save baseline plansSave baseline plans

CostsCosts Use resource costsUse resource costs

Resource/skill needsResource/skill needs Use generic resourcesUse generic resources

Non-project/non-Non-project/non-working timeworking time

Administrative projectsAdministrative projects

Resource DataResource Data

Time-phased resource availabilityTime-phased resource availability

Resource calendar defines:Resource calendar defines:Working vs. non-working days (weekends Working vs. non-working days (weekends and holidays)and holidays)

Hours of workHours of work

Availability contour defines:Availability contour defines:Available from/to datesAvailable from/to dates

Available percentageAvailable percentage

User-Defined DataUser-Defined Data

Custom fields added to projects and Custom fields added to projects and resources to categorize data for resources to categorize data for reporting purposes and support roll-reporting purposes and support roll-upsups

Resources – organizational affiliation, Resources – organizational affiliation, position/role, location, cost center, etc.position/role, location, cost center, etc.

Projects – sponsor, owner, financial Projects – sponsor, owner, financial codes, customer, etc.codes, customer, etc.

Determined by your reporting needsDetermined by your reporting needs

OLAP User Data NeedsOLAP User Data NeedsWhat do they want to see?What do they want to see?

Forward view (planned)Forward view (planned)

Performance (actual vs. plan/baseline)Performance (actual vs. plan/baseline)

Demand vs. capability (skill/role based)Demand vs. capability (skill/role based)

Scope of dataScope of dataWhat does each user mean by “my data”?What does each user mean by “my data”?

How do they want it rolled up?How do they want it rolled up?

What data granularity do they want?What data granularity do they want?

Timeliness and accuracyTimeliness and accuracy

Project Pro and PWAProject Pro and PWA

PM User Data NeedsPM User Data NeedsDo they need to find resources outside Do they need to find resources outside of their local team?of their local team?

What resource data is useful and What resource data is useful and meaningful?meaningful?

Roles, detailed skills, location, etc.Roles, detailed skills, location, etc.

Are different categories of skills Are different categories of skills meaningful?meaningful?

e.g. technical skills versus general skillse.g. technical skills versus general skills

Do they need resource costs?Do they need resource costs?

Organizational ConsiderationsOrganizational ConsiderationsOrganizational boundariesOrganizational boundaries

How should data be partitioned?How should data be partitioned?

Who gets priority when sharing Who gets priority when sharing resources?resources?

Who approves timesheets?Who approves timesheets?

Operational cycleOperational cycleHow often do people report time?How often do people report time?

How often are project plans updated and How often are project plans updated and published?published?

Security ConsiderationsSecurity Considerations

Who can see/change which resources?Who can see/change which resources?

Who can assign which resources?Who can assign which resources?

How are resources shared across How are resources shared across organizational boundariesorganizational boundaries

Define the RBS to reflect these Define the RBS to reflect these requirementsrequirements

Operational ConsiderationsOperational Considerations

How is the resource pool maintained?How is the resource pool maintained?

How are lookup tables maintained?How are lookup tables maintained?

Progress (actual work)Progress (actual work)Timesheets vs. PM Timesheets vs. PM

Administrative projectsAdministrative projectsWho maintains?Who maintains?

Business operational cycleBusiness operational cycle

Implications for PMsImplications for PMs

Organizational requirements will affect Organizational requirements will affect how the Project Managers workhow the Project Managers work

Frequency of updating/publishing plansFrequency of updating/publishing plans

Versions and resource availabilityVersions and resource availability

Who assigns resources to teamWho assigns resources to team

Use of external resourcesUse of external resources

Use of generic resourcesUse of generic resources

When to baselineWhen to baseline

Costs (calc’d, manual or none)Costs (calc’d, manual or none)

Project metadata requirementsProject metadata requirements

Enterprise DataEnterprise Data

Which resources are in the enterprise Which resources are in the enterprise resource pool?resource pool?

Where are resource costs defined?Where are resource costs defined?

Enterprise calendarsEnterprise calendars

Generic resourcesGeneric resources

Custom fields for projects, tasks and Custom fields for projects, tasks and resourcesresources

Take-AwaysTake-AwaysPlanningPlanning

Understand your objectivesUnderstand your objectives

Understand how to get thereUnderstand how to get there

TrainingTrainingDon’t assume everyone will “just know Don’t assume everyone will “just know what to do”what to do”

Change managementChange managementImplementing EPM is Business Process Implementing EPM is Business Process ReengineeringReengineering

Related SessionsRelated Sessions

DC220DC220 Enterprise outline codes Enterprise outline codes

DC260DC260 Implementing Resource Implementing Resource Management within EPMManagement within EPM

DC405DC405 Reporting: Building Custom Reporting: Building Custom reporting capabilities using OLAP reporting capabilities using OLAP views and project dataviews and project data

DC450DC450 Considerations when deploying Considerations when deploying time sheetingtime sheeting

© 2004 Microsoft Corporation. All rights reserved.This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.