Post on 01-Nov-2014
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Enterprise Project Management 101
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@nateauchter
NATE AUCHTERPerformance Consultant
MCTS: Project, Project Server
EACOE: Enterprise Architect
nathaniel.auchter
@robbinsgioia.com
/in/nateauchter/
@nateauchter
“Planning is an unnatural process; it is much more fun to
do something. The nicest thing about not planning is
that failure comes as a complete surprise, rather than
being preceded by a period of worry and depression.”
- Sir John Harvey-Jones
@nateauchter
Microsoft Tools
Outlook
Excel
SharePoint
Project
Project Server
Other PM Tools
Clarity
BaseCamp
AtTask
Planview
Bamboo*
EPM Live*
Disclaimer*Today we are looking at Microsoft products only, though there are many tools that project managers may use for project management. Outlook, Excel, Project, and SharePoint are only a few.
@nateauchter
What is EPM?
Thinking & Planning
Communicating & Collaborating
Working &
Achieving Avoiding Failure
…the field of organizational development that supports organizations in managing integrally and adapting themselves to the changes of a transformation, typically focused on investments, initiatives, and projects, programs, and portfolios.
Supported by IT Systems
Leadership Mission, Strategy, Goals, and Objectives
@nateauchter
Project Success and Failure Rates
53%
31%
16%
Large Project Success Rates
Under Performing ProjectsCancelled ProjectsSuccessful Projects
36%
20%
15%
10%
4%4%
11%
Reasons for Under Performance
Poor Organization & PM Practices
Poorly Defined or Missing Objectives
Ineffective Planning
Insufficient Resources
Problems with Suppliers
Technical Problems
Other Issues
Source: Standish Group International, Survey from 2500 employees attending PM Training - 2004
@nateauchter
The 9 Knowledge Areas
Integration
Management
Cost
Management
Communication
Management
Building a Project Management Capability
@nateauchter
The 9 Knowledge Areas
Scope
Management
Quality
Management
Risk
Management
Building a Project Management Capability
@nateauchter
The 9 Knowledge Areas
Time
Management
Human Resource
Management
Procurement
Management
Building a Project Management Capability
@nateauchter
Experience with PMC
STAKEHOLDER EXPERIENCE
(and Quality of Product)
Scope Managed and Delivered
Improved time to Market Increased project effort
Visibility Project Goals and Scope well
understood and managed Improved Communication and
stakeholder relationship
Less Cost Overruns Reduced redundant project
efforts Decreased cost overruns with
repeatable processes
Timelines Met Resources Managed Reduced rework with
repeatable processes
COST
SCOPE
TIME
@nateauchter
Project Management Capability
PMC
PMO PMISPeopleProcesses
ToolsSystems
• Supports the generation all project documents
per PMO guidelines (charter, plans, etc..)
• Facilitates communication and feedback
• Monitors project activities
• Controls project changes
• Analyzes and forecasts project performance
• Clearly details project status to team and
stakeholders
• Provides real-time information essential for managing the project through it’s lifecycle
@nateauchter
Developing a PMC
Managing the
Knowledge AreasResources &
Management Practices
Developing a repeatable process
Managing Projects through the Lifecycle
PMIS
@nateauchter
MATURITY
PMC TypesProject Office
Basic PMCStandard
PMCAdvanced
PMCCenter of Excellence
Champion Project
Manager
There is NO ONE SIZE FITS ALLSuccess depends on
PM MaturityVision and Goals of Sponsor
PMO Drivers and Business NeedsBusiness and Organization MissionPolitical and Cultural Environment
Number of ProjectsOrganization Size
Etc…
Single vs. Multiple
Departmental vs. Enterprise
Tactical vs. Strategic
Internal vs. External
Authoritative vs. Advisory
@nateauchter
Ad-Hoc• No Formal Processes exist across the Organization
Consistent•Secure Management Support
•Establish Common Goals Across IT and Project Teams
•Consistent Use of Documented Processes
•Establish and Implement PM Training
Integrated•Integrate Business and PM Processes
•Integrate Project Information through Server tool (Project Server)
•Develop Advanced Project Management Techniques
Comprehensive•Defined Goals for all Functions and Processes
•Promote Metrics-based Performance
•Promote Participation of All Stakeholders
•Establish Risk Management Culture
•Establish a PM Core Competency
Optimizing•Proactively Prevent Defects
•Implement a Continuous Improvement Strategy
•Achieve High Project Success Rates
LOW MEDIUM HIGH
Tactical
Strategic
PMC Maturity LevelsP
RO
JEC
TP
RO
GR
AM
PO
RTF
OLI
O
PMO ComplexitySource: The Compete Project Management Office Handbook – Gerard M. Hill
@nateauchter
Ad-Hoc•Discourage “Under the Table” or Untracked Work
Consistent•Review Progress through Weekly/Monthly Status Checks
•Provide Support to Teams
•Assist with Project Planning
•Enforce Project Standards
•Strengthen PM Skills
Integrated•Identify Overlapping Projects
•Perform Troubled Project Rescue/ Abandonment / Postponement
•Monitor Project Scope Creep
•Develop Advanced Processes
•Assist PMs to secure buy-in and Support from Managers and Execs
•Leverage Historical Lessons Learned
Comprehensive•Manage Project Prioritization and Re-Prioritization
•Resource Capacity Planning
•Improve ROI
•Collect Project Data in Consistently Used Server Tool (Project Server)
Optimizing•Actively Manage and Enhance Processes and Procedures
•Achieve High Project Success Rates
LOW MEDIUM HIGH
Tactical
Strategic
PMC ObjectivesP
RO
JEC
TP
RO
GR
AM
PO
RTF
OLI
O
PMO ComplexitySource: The Compete Project Management Office Handbook – Gerard M. Hill
@nateauchter
Project Management Maturity
PEOPLE No PM Background Basic PM Training PM Certification
PROCESS Ad-HocPM Process
Standardized
Automated Workflows, Portfolio
Reporting
TECH/TOOLSPaper, Word, Excel,
Templates, Scheduling and
Collaboration ToolEPM/PPM Tool
Initial Repeatable Defined
@nateauchter
LOW MEDIUM HIGH
Task Mgmt• Task Management with Outlook, Excel and SharePoint
Project Collaboration•SharePoint
•Manage Project Documents
•Manage Team Calendar, Tasks, Activities
Scheduling & Insight•Use Project Professional for Scheduling
•Synchronize with SharePoint Tasks List
•Develop Charts/Reports to illustrate Project Status
Visibility & Control•Utilize Project Server for SharePoint Projects
•Promote Task Lists when Needed
•Inventory Projects
Project & Portfolio Management•Strategy
•Resource Pool
•Portfolio Optimization
•Integrated Time Management and Reporting
Tactical
Strategic
EPM Technology Maturity LevelsIN
DIV
IDU
AL
TEA
MEN
TER
PR
ISE
Project Complexity
@nateauchter
Ad Hoc PM with Excel & Outlook
Tasks could be rows in an Excel Worksheet
Tasks could be assigned through email
Costs and Schedule could be stored in a Worksheet
Project Worksheets and materials are emailed around to the project
team
Tactical
@nateauchter
Organized PM with SharePoint
Phase 1
• Utilize SharePoint for Task Management
• SP Users can be assigned, tasks are updated and marked complete
• Task lists can be synced with Outlook
Phase 2
• A Project Site is deployed in SharePoint
• Sync Task Lists, Sync Project Calendar
• Document management and timeline management
Phase 3
• Detailed Scheduling is performed using MS Project
• Project files are synced with SharePoint Task lists
• Reports are deployed to Server
@nateauchter
Optimized PM with Project Server
Phase 1
• Inventory Project File Management
• Enterprise Resource Pool utilized
• SharePoint Sites for Projects
Phase 2
• Business Intelligence Aggregates and Displays Project and Portfolio Data
• Demand Management Workflow Deployed
• Resource Capacity Planning
Phase 3-N
• Business Strategy Information input into System
• Portfolio decisions optimized on Strategy
• Timesheet capability and Status Reporting
@nateauchter
Use Business Intelligence
Align to Strategy
Pool Resources
Deploy Demand Management Workflow
Collaborate
Synchronize
Manage in Detail
Organize
Templatize
Each
capability
drives the
PM maturity
@nateauchter
Start NOW!
Learn the PM Processes
Deploy a PMIS (hint)
Centralize Documents
Streamline Communications
@nateauchter
“We are what we repeatedly do.
Excellence then, is not an act, but a habit.”
- Aristotle
@nateauchter
Sources1. Schwalbe, Information Technology Project Management, Sixth Edition, 2010.2. SimCrest, Round Table Blog – 9 Project Management Areas. www.simcrest.com3. The Compete Project Management Office Handbook – Gerard M. Hill4. SharePoint 2010 for Project Management – Dux Raymond Sy, O’Reilly 2012