Supporting tools in an IT Project Supporting tools in an IT Project & Portfolio Management & Portfolio Management

environmentenvironmentAnn Van Belle - Ann Van Belle -

annvb@microsoft.comannvb@microsoft.com

QuestionQuestion

Who knows the MS Enterprise Project Who knows the MS Enterprise Project management solution ?management solution ?

YES, I know that MS has a Project Server, YES, I know that MS has a Project Server, which is part of the MS Enterprise Project which is part of the MS Enterprise Project management solution ?management solution ?

NO, but our projects managers use MS NO, but our projects managers use MS Project Project

Why do you do projects ?Why do you do projects ?

Application Development

HardwareConfiguration

SoftwareDevelopment

Consulting

Integration

Training

Deployment

Market Research

Product Launches

Sales Initiatives

MarketingCampaigns

Manufacturing

Product Development

ProductTesting

IdeaIncubation

Recruiting

CorporateInitiatives

Facilities

Patent Management

CEO, CIO…CEO, CIO…

IT ServicesSales and Marketing

Research and Development

Corporate

QuestionQuestion

Do you have a clear view of the Do you have a clear view of the status of the company’s projects ?status of the company’s projects ?

YES, I have a clear view but it takes me YES, I have a clear view but it takes me days to prepare the overviewdays to prepare the overview

YES, only per department, but I don’t YES, only per department, but I don’t have a consolidated viewhave a consolidated view

NO not at allNO not at all

Resulting In Business Resulting In Business ChallengesChallenges How do I prioritize initiatives across my How do I prioritize initiatives across my

organization?organization?

What is the status of our top five What is the status of our top five initiatives? initiatives?

Do we have the right people working on Do we have the right people working on the right projects?the right projects?

74% of all IT projects fail, come in over budget or run past 74% of all IT projects fail, come in over budget or run past the original deadline. Every year, $75 billion is spent on the original deadline. Every year, $75 billion is spent on failed IT projects in the U.S.failed IT projects in the U.S.

Source: The Standish GroupSource: The Standish Group

Microsoft Office EPM Microsoft Office EPM SolutionSolutionMicrosoft Office EPM Microsoft Office EPM SolutionSolution

Gain visibility, insight, Gain visibility, insight, and and control of all aspects of control of all aspects of your your project portfolioproject portfolio

Ensure initiatives align Ensure initiatives align with with your strategic objectivesyour strategic objectives

Realize participation Realize participation from all from all project stakeholdersproject stakeholders

Deliver sustainable value to your businessDeliver sustainable value to your businessDeliver sustainable value to your businessDeliver sustainable value to your business

Project portfoliomanagement, reporting

Exec Stakeholders

Project ManagersIntuitive project management

Team MembersUse familiar tools to

collaborate, report status

Resource ManagersSkills-based resource

management

ITOpen, secure systems

……And Productivity, And Productivity, Business ChallengesBusiness Challenges

Executive StakeholdersHow can I see & prioritize initiatives across my org?

What’s the status of our top 3 initiatives?

What am I supposed to be delivering this week?

How can I collaborate with people on my team?

What am I supposed to be delivering this week?

How can I collaborate with people on my team?

Team MembersResource ManagersWho’s available to staff our new projects?

Who's working on what and do they have the skills?

Resource ManagersWho’s available to staff our new projects?

Who's working on what and do they have the skills?

IT ManagersCan we link project data with our front & back office?

What’s the best way to deploy and monitor?

IT ManagersCan we link project data with our front & back office?

What’s the best way to deploy and monitor?

Project ManagersWhen will we really finish and what will it cost?

Can we re-use best practices across projects?

Project ManagersWhen will we really finish and what will it cost?

Can we re-use best practices across projects?

Microsoft Office Enterprise Microsoft Office Enterprise Project Management Project Management SolutionSolution

Microsoft Office Enterprise Microsoft Office Enterprise Project Management Project Management SolutionSolution

Challenges in Portfolio Challenges in Portfolio ManagementManagement Lacking a consolidated view of your Lacking a consolidated view of your

organization’s activities and their status -organization’s activities and their status -> important in communicating to the > important in communicating to the businessbusiness

Inability to compare and measure Inability to compare and measure projects consistently to understand the projects consistently to understand the state of your portfolio state of your portfolio

Misalignment of projects and business Misalignment of projects and business strategystrategy

Monitor Performance Monitor Performance through Roll-Up Reportsthrough Roll-Up Reports

Make Better Business Make Better Business Decisions with Portfolio Decisions with Portfolio AnalysisAnalysis Review comprehensive, Review comprehensive,

real-time portfolio real-time portfolio information to ensure information to ensure effective decision effective decision makingmaking

Compare current Compare current portfolio progress portfolio progress against forecasted against forecasted performanceperformance

Identify trends over Identify trends over time to understand and time to understand and improve your businessimprove your business

Microsoft Office Enterprise Microsoft Office Enterprise Project Management Project Management SolutionSolution

QuestionQuestion

Do you have a clear view on the Do you have a clear view on the usage of resources in your projects ?usage of resources in your projects ?

YES, we have visibility of the resource YES, we have visibility of the resource capacitycapacity

No, but we have a process in place to No, but we have a process in place to determine the allocation of resources determine the allocation of resources (manual basis)(manual basis)

No,we have no visibilityNo,we have no visibility

Challenges in Resource Challenges in Resource ManagementManagement

Difficult to forecast future resource Difficult to forecast future resource needs for proper capacity planning needs for proper capacity planning

Disconnect between desired Disconnect between desired skills/core competencies and skills/core competencies and recruiting and training efforts recruiting and training efforts

Misalignment of resource Misalignment of resource assignments and business strategyassignments and business strategy

What Is Resource What Is Resource Management?Management? Aligns people with Aligns people with

business goals by business goals by allocating resources allocating resources to your highest to your highest priority initiativespriority initiatives

Optimizes resource Optimizes resource utilization and drives utilization and drives skill development and skill development and recruitment to recruitment to achieve greater achieve greater financial returns and financial returns and ensure project ensure project successsuccess

AvailabilityAvailability

LocationLocation SkillsSkills

Understand Workload Understand Workload Trends for Effective Trends for Effective Capacity Planning Capacity Planning Evaluate resource Evaluate resource

utilization trends to utilization trends to determine staffing determine staffing strategystrategy

Forecast future Forecast future resource requirements resource requirements based on historical based on historical utilizationutilization

Ensure capacity to Ensure capacity to handle current and handle current and planned staffing planned staffing requirements requirements

Microsoft Office Enterprise Microsoft Office Enterprise Project Management Project Management SolutionSolution

Microsoft Office Enterprise Microsoft Office Enterprise Project Management Project Management SolutionSolution

Challenges in Project Challenges in Project ManagementManagement

Inconsistent project delivery affecting Inconsistent project delivery affecting quality of workquality of work

Repeatedly missed deadlines and budget Repeatedly missed deadlines and budget overruns overruns

Inability to monitor and communicate Inability to monitor and communicate potential project issuespotential project issues

Incorporate and adopt Incorporate and adopt standard project standard project management management methodologiesmethodologies

Easily roll-out Easily roll-out customized processes customized processes and best practices and best practices

Guide new project Guide new project managers through all managers through all phases of project phases of project managementmanagement

Deliver High-Quality Deliver High-Quality Projects Consistently with Projects Consistently with Repeatable ProcessesRepeatable Processes

Centrally store, assign Centrally store, assign and escalate project-and escalate project-related issuesrelated issues

Centrally store Centrally store documents related to documents related to the project (project the project (project charter)charter)

Increase team Increase team members’ ownership members’ ownership and accountability of and accountability of this processthis process

Improve Accountability Improve Accountability and Resolution of Issuesand Resolution of Issues

Optimum Experience for Optimum Experience for Project & Resource Project & Resource ManagersManagers

Enhance project Enhance project productivity through team productivity through team participationparticipation

Extensive reporting Extensive reporting yielding better business yielding better business insightinsight

Fully configurable and Fully configurable and customizable for your customizable for your unique business needsunique business needs

Benefits for your Benefits for your organisationorganisation

Resource Managers

Team Members

IT Admins

Project Managers

Executives

Microsoft’s holistic and Microsoft’s holistic and extensible approachextensible approach

Supporting Technologies

ICT Governance

Collaboration IntegrationSecurityEPM

-Search & retrieval

-Document management

-Processes

-Team collaboration

-Workflow

-Data integration

-Application integration

-Identity management

-Access management

-Audit

-Project management

-Resource management

-Release management

Business Intelligence-Flexible reporting and analysis at all levels

-Notifications

- Dashboards & (balanced) scorecards

Compliance Management

Performance Management

Risk Management

Processes

…