quarterly meeting may 24, 2005 jay dellis
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Twin Cities MPA Windows SharePoint Services and Microsoft Office Enterprise Project Management Solution. Quarterly Meeting May 24, 2005 Jay Dellis. Windows SharePoint Services (WSS). Presentation Description: - PowerPoint PPT PresentationTRANSCRIPT
Twin Cities MPAWindows SharePoint Services and
Microsoft Office Enterprise Project Management Solution
Quarterly Meeting
May 24, 2005
Jay Dellis
Windows SharePoint Services (WSS)
Presentation Description: In this session you will experience a comprehensive “tour” of the
collaborative components, Windows SharePoint Services (WSS), included in Microsoft Office Enterprise Project Management (EPM). WSS provides powerful features that extend the value of managing schedules and resources in EPM.
Topics addressed will include:1. Windows SharePoint Services (WSS) overview and how it fits into the
EPM solution 2. Review Risks, Issues and Documents features and how they link to
Projects/Tasks 3. Show other WSS features that can be leveraged by Project Teams4. Customizing the default EPM Project Workspace for enhanced
collaboration by project teams5. Review how WSS can be used for centralized communications via
standalone sites (eg: a PMO site)
PM-BOK - Communications Management
Project Communications Management includes the processes required to ensure timely and appropriate generation, collection, dissemination, storage, and ultimate disposition of project information. It provides the critical links among people, ideas, and information that are necessary for success. Everyone involved in the project must be prepared to send and receive communications, and must understand how the communications in which they are involved as individuals affect the project as a whole. This includes the following major processes:10.1 Communications Planning—determining the information and
communications needs of the stakeholders: who needs what information, when they will need it, and how it will be given to them.
10.2 Information Distribution—making needed information available to project stakeholders in a timely manner.
10.3 Performance Reporting—collecting and disseminating performance information. This includes status reporting, progress measurement, and forecasting.
10.4 Administrative Closure—generating, gathering, and disseminating information to formalize a phase or project completion.
Microsoft Office Enterprise Project Management Solution (EPM) EPM provides the infrastructure for an
organization to gain visibility, governance and collaboration with its portfolio of projects
In this presentation we will focus on the collaborative features and functionalities built-in to EPM
For more information on EPM go to: http://www.microsoft.com/office/project/prodinfo/epm/default.mspx http://www.mympa.com
For a tour of EPM go to: http://www.msepmonlinetour.com/request/getaccount.asp?ID=M4TEH6
EPM and Strategic Alignment
EPM supports the strategic goals of the organization
Collaboration and Communication features are leveraged in EPM by integrating Windows SharePoint Services (WSS) with Project Web Access (PWA)
What EPM Stakeholders use
Construct Plans Allocate Resources Develop Schedules &
Milestones
Construct Plans Allocate Resources Develop Schedules &
Milestones
See Project Status Assign Resources Report Time & Progress
See Project Status Assign Resources Report Time & Progress
Configure System Manage Users &
Permissions
Configure System Manage Users &
PermissionsIT Administrators
Project Managers
ExecutivesResource Managers
Team Members
Easily Create Enterprise Project Plans
Line of Business Systems
The Microsoft Office EPM Solution
Project Documents, Issues/Risks & Tasks
More Productive Projects
Get more from yourIT Investments
Centrally Store Projects, Resources & Reporting
Team Participation
Project Web Access (PWA)
Centralized Project Management Information System which provides a web based interface to all types of users/resources
Executives, Portfolio Managers, Resource Managers, Project Managers, Team Leaders and Team Members
Portfolio Views and Project Schedules can be accessed by users/resources based on permissions
Resource Management views aid Resource and Project Managers
Risks, Issues and Documents can be accessed from PWA and linked to specific tasks for increased coordination and communication
PWA – Project Center
EPM Project Workspace = WSS
PWA is pre-integrated to a default WSS site called a “Project Workspace”
As projects are published a Project Workspace is created for each project
Risks, Issues and Documents are stored in the Project Workspace per project
The Project Workspace has additional collaborative and communication features
EPM’s Default Project Workspace
Managing Risks in EPM/WSS
Proactively identify, prioritize and quantify risks
Develop a risk response plan and designate responsible party
Receive email notifications as risk changes Link Risks to Tasks, Issues and Documents
PM-BOK - Risk Management
Risk management is the systematic process of identifying, analyzing, and responding to project risk. It includes maximizing the probability and consequences of positive events and minimizing the probability and consequences of adverse events to project objectives. This includes the following major processes:
11.1 Risk Management Planning — deciding how to approach and plan the risk management activities for a project.
11.2 Risk Identification — determining which risks might affect the project and documenting their characteristics.
11.3 Qualitative Risk Analysis —performing a qualitative analysis of risks and conditions to prioritize their effects on project objectives.
11.4 Quantitative Risk Analysis —measuring the probability and consequences of risks and estimating their implications for project objectives.
11.5 Risk Response Planning — developing procedures and techniques to enhance opportunities and reduce threats to the project’s objectives.
11.6 Risk Monitoring and Control — monitoring residual risks, identifying new risks, executing risk reduction plans, and evaluating their effectiveness throughout the project life cycle.
Risk Form in WSS
The Risk Form collects the following information: Status - Indicates whether the risk is active, closed, or postponed Probability - A percentage-based indicator ranging from 0-100 percent Impact - Identifies the significance of the risk to affect the outcome of a project Exposure - A calculation of probability times impact, adding an additional
measuring tool for risk management Cost - The cost of the risk on the project, in monetary terms, should the risk
actually affect the outcome of a project Cost Exposure - A calculation of cost times probability that can be used to
predict the cost of the risk before it actually affects the outcome of a project Description - Various text fields that can be used to provide descriptions of a
risk, mitigation and contingency plans, and descriptions for risk triggers Mitigation Plan - Analyze risks and determine action items that will help
mitigate risks Contingency Plan - Plan for dealing with risks before they affect your projects Trigger - Events that cause a risk to actually affect the outcome of a project,
including dates, exposure, or incomplete tasks. You can also enter a description for a trigger
Risks Demo
Managing Issues in EPM/WSS
Identify, prioritize and quantify changes/issues
Define issues and track resolutions Receive email notifications as issues are
added or change Link Issues to Tasks, Risks and Documents
Issues Demo
Managing Documents in EPM/WSS
Store documents and templates such as: Project Charter, Statement of Work Communication Plan, Risk Management Plan
Collaboratively elaborate documents overtime with version history
Subscribe to alert email notifications at the document, folder or library level for increased communications
Link documents to Tasks, Risks or Issues for increased visibility
Documents Demo
Other Collaboration and Communication features in EPM/WSS Announcements Custom Forms/Lists exportable to Excel Events Contacts Surveys Pre-configured PWA web parts RSS Feeds (eg: MSNBC News) Web Pages Picture Library Discussion Boards
Other WSS Features Demo
Customizing EPM Project Workspace
Advantages: Define your path Use your terminology Quantify based on your standards
Customized WSS Workspace Demo
Creating a stand-alone WSS Site
Reasons for creating a stand-alone WSS Site: Create a centralized “portal” to information to
a wide or narrow audience Steering Committee Cross-Functional groups/users
Deliver specified content to a functional group PMO site
Confidential data for a select group of users Project Managers
Stand-alone WSS Site Demo
Questions & Answers