Project Performance Management Solution (PPMS)

Solution Overview

Agenda

Common Challenges Solution Goals Demo, from two perspectives:

Project Managers PMO Team

Going Forward

Common Challenges

1. Redundant, manual processes are time consuming for the PMO and Project Managers, often significant time spent each month preparing static reports for Executives.

2. Data Analytics and KPIs are difficult to monitor because data is housed in disparate sources including spreadsheets, shared drives, SharePoint sites, etc.

3. No audit or historical information is usually not available to Project Managers causing them to spend excessive time to provide leadership with project performance status updates

4. With numerous manual inputs, the opportunity for errors is high while reports produced come with a low degree of confidence.

Solution Goals

1. Help organizations streamline data collection processes. (e.g. eliminate the need for redundant data-entry). The solution simplifies the information-capture for both the PM and the PMO

2. Enable robust reporting on authoritative data using techniques like scorecards, dashboards and / or reports.

3. Help organizations to centrally manage authoritative data. (e.g. manage data in a structure / format that supports data analysis and reporting scenarios)

4. Reduce or Eliminate opportunities that invite typos and errors. Guide the users through the process to reduce guess-work and provide better visibility into what will be reported.

5. Providing for a smooth transition, demonstrate how objective metrics can be derived and compared against subjective measures.

Tools

We focused on achieving these goals by leveraging to the greatest extent possible, products and technologies that most agencies already own or have access to, such as: Microsoft Project Server Microsoft SharePoint SQL Server Platform Microsoft Office

High-Level Solution ArchitectureSharePoint 2010 EnterpriseProject Server 2010

PS_Draft PS_Archive PS_ReportPS_Publish SharePoint Content

DB

--Risks--Issues--Deliverables--Project Documents

PSI

ETS

ETL

Reporting Cube

ETL

· Project Server 2010· SharePoint Enterprise 2010 (with

Excel Services, Performance Point Services, All web parts and site templates available)

· SQL 2012 (SSAS, SSIS, SSRS) (Database engine can be SQL 2008)

· Excel 2010

Applications

Stored Procedures

Portfolio Dashboard

PMO_ODS(Relational DB)

PMO_DW(Star

Schema)

MS ExcelSmart Form--Financials

StoredProcedure

Breakdown of the Tools Project Server 2010 – Leverages current investments and provides

significant scalability. With a few custom fields, we capture the key information needed and simplify the tool at the same time. Project Managers of any maturity level will recognize the flexibility of the design.

SharePoint 2010 – Also leverages current investments and provides outstanding collaboration and Business Intelligence tools. Project teams are given collaborative space which becomes a one-stop shop for all project-related information.

MS Excel 2010 – Perhaps the most widely used data collection and analysis tool in the world. Not only is this a familiar interface for users, but Excel is very flexible and supports the ability for PMs to easily update their financial baselines, projections and performance indicators. Using Excel will drastically improve user adoption of the system because there will be little to no learning curve.

Demo – A Day in the Life of a Project Manager

Creates a Project in Project Server

Opens Excel, follows the guide

to enter projections and save a baseline

Monthly – Re-opens the

Spreadsheet and updates Actuals and Projections

DEMOA Day in the Life of a Project Manager

From the standard Project Web App

site, Project Managers can easily get to any of their

projects.PM selects their

project and clicks here to access its SharePoint site (or they can just go straight to the

SharePoint site)

They use the site to create and manage

their project deliverables.

They use the site to manage and address

issues

They use the site to manage and mitigate

risks

The site provides them with links to

content (pages and even videos) that help

them perform their work.

The task provides the PM with an explanation of what is

required and a link directly to the Microsoft Excel-based

budget tool, making it easy for them to access the tool that is used to prepare and save their

financial baseline for their project.

The SharePoint-based project collaboration site is the single location that the PM goes to

access all project-related information and tasks. Each Project in Project Server has

one of these sites.

Importantly, the site automatically

generates tasks which remind the PM when various activities are

needed.

For example: immediately after a new project site is created, a task reminds the PM that they need to prepare a

financial baseline.

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The Project Manager uses Microsoft Excel to create their Financial Baseline. The Excel-based tool includes a custom task pane that guides the PM through what they need to

do.

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The rows and columns presented to the PM align

precisely with the tasks and task durations that exist

within their current project plan. This enables the them

to easily spread cost projections across the time range of their project plan.

When they click “Manage Baselines”, they are taken directly to the place within the workbook where they

need to enter their baseline projection data.

At this point, the PM’s task has been completed. A financial baseline has been saved in accordance with

the Project Schedule.

The Project is Ready for Execution!

A month goes by and it is now time for the PM to prepare and submit their monthly financial projections

and subjective performance measures. As always, they visit their project’s collaboration site to do this.

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Once again, this task tells them what they need to do and provides a link directly to the Excel budget tool. No

need for them to look around for this Excel

workbook!

Today when they visit their project site, they notice a new task pending their

action. This task is reminding them that it is time to perform their monthly

projections.

After clicking the link in the task, the project

budget spreadsheet is launched.Once again, the rows and

columns presented in this sheet align precisely to the current project plan. For

example, if the duration of the project plan increased,

additional columns will appear in the spreadsheet so that the PM can project costs

into the new periods.

Once they have entered their projections and

subjective performance measures, they simply

save their projections for the given reporting period.

If their revised projections exceed the PMO’s threshold, they will be notified that an

action is required.

At this time, the PM can also easily enter their

subjective performance measures and gain quick

insight into various project-level status and measures.

At this point, the Project Manager (PM) has completed their monthly projection process. A projection

snapshot has been saved into a centrally managed database and the Project Management Office (PMO) gains immediate visibility into project performance.

Each month, a task is automatically generated for the PM reminding them that they need to perform their

financial projections. That task is prominently displayed on the landing page of the Project Site as

previously depicted.

Assuming the PM’s recent projection triggered the need for a variance report, a task will be waiting for them in their project site reminding them to fill out the report.

This time, the task points the PM directly to the Variance

Request form. They can click the link and the form will be opened, prepopulated with

information that comes directly from the database. No need for re-typing data

that has already been captured in prior steps!

After clicking the link in the task, the variance form is launched. This form itself

can be governed by a SharePoint workflow such that when submitted, a

review / approval workflow is initiated.

Collectively these tools greatly simplify the work that is required

of the PM. Additionally, more reliable data is collected

throughout the process and this data is centrally managed in an

authoritative database.

Demo – A Day in the Life of a PMO Member

Provides process oversight, supports PMs

Sets up new reports, as needed

Performs analysis of project performance

Identifies corrective action needed and assists with managing the change

DEMOA Day in the Life of the Project Management Office Member

From the PMO Central site, all

reporting is driven via the Business

Intelligence section on the Quick

Launch.Click “Portfolio Dashboard” to

start.

Each KPI includes a drill-down to the

project. For example, click to expand “Cost

Performance.”

You are taken to the Performance Point

Dashboard showing a Performance Scorecard for

all the projects.

You can now see the projects and KPI for each of them. The

white diamond means the data for that time period

hasn’t been entered yet. In this case, the Project

Managers need to update their projections.

To look at a prior time period, change the drop-down for “Month” here. With this, we can view

what the projects / portfolio looked like from a

prior reporting period.

Let’s click “2013 February” to see what the dashboard looked like 3 months ago.

Great! You can see that all the projects

have data entered for this month.

Click a project to see what other information is

availableThe chart on the right is updated to reflect the

information for the selected project. You can see that this

project was projected to spend much more than the

baseline at one point.

So far, we’ve been focused on Cost Performance. The

other metrics work the same way. Go ahead and expand Schedule Performance, then

choose a project.

For Schedule Performance, you can

also see some additional milestone performance

information.

Ok, let’s see what other reporting

options are available. From the PMO Site, let’s click

into the Report Gallery

This one is an Excel Services report that uses an SSRS data

connection to pull data from SQL. Click the picture to open the

report.

The Report Gallery is actually a “Power Pivot

Gallery” that uses some of SharePoint’s finest BI

features. In this gallery, there are a number of

reports. Let’s go through them to show the types of reporting that is available.

To return to the Gallery,

click FileClose.

The data in these reports are refreshed

automatically when you open them.

These two reports pull data from an OLAP

Cube. Let’s click the Milestone report to

see the details.

The reports rely on Excel Pivot Tables to slice the data. Via the web, you can filter or sort by any column. E.g. To see upcoming milestones,

filter by Finish Date

These reports are all completely

tailorable, as well. Click “Open in

Excel” to see how easy it can be. It’s that easy! The Start

Date is now instantly added to the report. Using Excel, you also

have Conditional Formatting and many

other options available to make the report look nice. Make any other tweaks as you see fit.

Republish the report and close Excel when you’re

done.

Add the TaskStartDate by

dragging-and-dropping it onto the Pivot Table.

This Portfolio Analyzer report is particularly interesting and uses PowerPivot to slice

data. Click the image to open the report.

Notice at the top of this report that there are

several “slicers”. Let’s quickly look at only the

DMB projects by clicking the value in the

Portfolio Slicer.

The report is instantly updated to show only

the DMB projects. Let’s dig a little deeper. I am especially interested in a few

of the DMB projects. Hold down Ctrl while you click the

projects to include.

Finally, I only want to focus on this current year, so click 2013 in

the “Year” Slicer.

Again, my report is updated instantly.

This data is starting to tell me something about my projects.

E.g. Notice the projected expenses tail off near the end of the year. Next time I am planning my budget, I can

better plan the portfolio with this information.

This report also has another tab. Click the second tab to open the

other worksheet.

The same type of Slicers are available. On this page, though, I can even drill down

to see the performance of

specific phases in my project.

These reports show the same information in the previous tab but just in a different manner. E.g. I planned to spend 7% of my total budget on the AMS

project, but so far, it only accounts for 3%. Why is that?

To return to the Gallery,

click FileClose.

Finally, a new feature with SQL 2012 is

PowerView reporting. This particular report

uses PlayAxis to animate my report.

In this report, we’re using Play Axis to animate the data. Click the button to the left of the time slider

to play the report.

This type of report is particularly useful when preparing a

presentation. The report can be exported directly into a

presentation and can animate live data, directly from

PowerPoint. Click FileExport to PowerPoint.

As you can see, once the data is in a database, we open up

lots of possibilities for analyzing data, using out-of-the-box SharePoint and Excel Business Intelligence tools.

Contact Us -

(703) 635-2627

Procentrix Overview Founded in June 2006 Headquartered in Herndon, Virginia Supporting Federal Government and

Private Sector Clients Premier Provider of Microsoft-Based

Solutions Microsoft Authorized Provider of

SharePoint Deployment Planning Services (SDPS)

Microsoft Online Services Partner

Founding Vision - To help organizations develop reliable IT based solutions with a focus on leveraging investments they have already made on Commercial-off-the-Shelf (COTS)

products and technologies.