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MPUG Boston Chapter Meeting 03.04.15 Where Project Managers and Microsoft® Meet.
MPUG Boston Chapter Meeting
03.04.15
Where Project Managers and Microsoft® Meet.
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Welcome to MPUG!
Presentation will start at 6:15pm
Agenda
From - To Topic
5:30 – 6:00 pm Registration, Refreshments & Networking
6:00 – 6:15 pm Welcome & Introductions
Meet the Boston MPUG Chapter Board of Directors
Announcements
6:15 – 7:15 pm Feature Presentation
Jacques Goupil, PMP, MCTS – It’s Automatic Workflows
7:15 – 7:30 pm Networking Break & Refreshments
7:30 – 7:50 pm Audience Participation / Speaker Q&A
7:50– 8:00 pm Final Remarks, Raffle Prizes
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Boston Chapter Officers
President Jacques Goupil, PMP, MCP, MCTS
President - PPM Works, Inc.
www.ppmworks.com
Director of Community Relations Ed Yee, PMP [email protected]
MPUG Northeast Liaison & Membership Director
John Riopel, PMP, MCP, MCTS
President - PM Providers
Director of Marketing Jan Wells, PMP [email protected]
Secretary Mark Wells, MCTS [email protected]
Director of Special Projects Matthew T, Davis, PMP, MCITP
EPM Consultant - Microsoft Corp
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MPUG Boston Upcoming Events
Date Topic Speaker
Wednesday, March 4Automate Business Process with Project Online and Server Workflow 10 Tips to create workflow
Jacques Goupil, MCP, MCTS, PMP, Certification Instructorwww.ppmworks.com
Wednesday, April 1No “Fooling” With Cross-Project Methods for cross-linking and typically happens under the hood
Vern Valero, PMP, [email protected]
Wednesday, May 6 Accessing your Cloud DataMatt Davis, [email protected]
Wednesday, June 3Microsoft Ignite Recap If you were not inChicago in May, come hear what was discussed, new announcements and more
MPUG Boston Board Members
Call for Presenters
Why:– Share your knowledge with your peers– Receive PDUs– Give back to your Project community
What:1. 10 – 15 minute presentation (As part of the ‘How Project Saved Me’
session. September 2nd we are looking for a 3-4 presenters
2. Present your own full-length topic (45 minutes)
When: The following sessions are available
• Wednesday, August 5
• Wednesday, September 2
• Wednesday, October 7
• Wednesday, November 4
• Wednesday, December 2
* September will be 3-4 short presentations
• Meetings are scheduled the First Wednesday of the month and will be held at Constant Contact in Waltham (our new “home”)
Wednesday, January 7
Wednesday, February 4
Wednesday, March 4
Wednesday, April 1
Wednesday, May 6
Wednesday, June 3
Wednesday, August 5
Wednesday, September 2
Wednesday, October 7
Wednesday, November 4
Wednesday, December 2
MPUG Boston 2015 Meeting Dates
Location:
1601 Trapelo Road, Waltham, MA
Exit 28 off 1-95 South
Exit 28B off I-95 North
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• We want to hear from you!
• Join the MPUG Boston LinkedIn Group!!!
• www.linkedin.com – Search for MPUG Boston
• http://boston.mpug.com/
Keeping Project Users Connected
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• We want to hear from you!
• Join the MPUG Boston LinkedIn Group!!!
• www.linkedin.com – Search for MPUG Boston
Keeping Project Users Connected
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Local PMI Chapter Upcoming MeetingsPMI Central Mass Chapter – March 10, 2015 – Chapter MeetingTopic / Speaker: "Top Ten Ways to Fail at Scheduling” / Vern ValeroLocation: Doubletree Hotel, 5400 Computer Drive, Westborough, MA
IIBA Greater Boston Chapter – March 12, 2015 – Chapter MeetingTopic / Speaker: “Influencing Stakeholders” / Michael NirLocation: Sun Life Learning Center, 112 Worcester St, Wellesley Hills, MA
PMI Ocean State Chapter – March 12, 2015 – Chapter MeetingTopic / Speaker: “The Link Between Optimizing Your Company’s Value Proposition and The Project Management Culture” / Larry GirouardLocation: CVS Caremark. One CVS Drive, Woonsocket, Warwick, RI
PMI NH Chapter – March 18, 2015 – Chapter MeetingTopic / Speaker: “Understanding and Managing the Hidden Barriers to Project Success ” / Lloyd WilliamsLocation: The Red Blazer, 72 Manchester Street, Concord, NH
PMI Mass Bay Chapter – March 19, 2015 – Chapter MeetingTopic / Speaker: "From Project To Program – What You Need To Succeed” / Anne L Coulombe, Patricia Moore Location: Constant Contact, 1601 Trapelo Road, Waltham, MA
Presented by Jacques Goupil
To the Boston MPUG group
On March 4th, 2015
“It’s Automatic!” – How To Automate Business
Processes with Project Online/Project Server 2013
Workflows
Session Background
Deeper Dive, Details Beyond Previous Resources
Tips and from Lessons Learned in the Field
Fast Pace, Consolidate Presentation
Great Resources on Workflows
• Hitchhiker's Guide to Demand Management in Project Server 2013 by Steven Hadenhttp://go.microsoft.com/fwlink/p/?LinkId=304220
• Designing Project lifecycles and workflows in Project Online and Project Server 2013 by Steven Haden:http://channel9.msdn.com/Events/Project/2014/PC321
• Workflow deep dive in Project Online and Project Server 2013 by Biatrice Ambrosa:http://channel9.msdn.com/Events/Project/2014/PC327
• Project Online & Project Server 2013 Workflows(MPUG Members Only):http://www.mpug.com/education/project-online-project-server-2013-workflows
Why Workflow?
Simple Reasons
• Send Email Notice Upon Project Initiation
• Set Required Fields by Department
Advanced Reasons
• Implement Demand Management
• Transition Informal to Formal Portfolio Governance
• Raise Organizational Commitment to Portfolio Management
Workflow Implementation is the Final Exam forProject Online / Project Server
SharePoint Designer Workflows forProject Online / Project Server 2013
Challenge:
• How to Upgrade Workflows Developed for Project Server 2010 in Visual Studio
Sequential Workflows for Project Server 2010Work on Project Server 2013 !!!
FYI2010 Sequential Workflows must start with aSet Project Stage Activity
Challenge:
Preventing disruption to users when implementing workflows
Tip #1
Follow a Workflow Implementation Process, outside of Production
Plan & Design Configure PWA Build WorkflowPublish and Test
Workflow
Quick Tip
Tip #2Document the Workflow Design Before Building
Quick Tip
Start with White-Boarding
Next Translate Whiteboard Notes to a Design Document
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Challenge:Sending an Email Notice based on Project Information
Sending an Email Notice based a field selected in Project
Information
Using a SharePoint List for Email
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #3Use a SharePoint List to Identify Email Addresses
Quick Tip
Challenge:
• Determining where in the workflow to send email after a project is approved or rejected.
Using Repeating Condition Sets for Email Notifications
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #4Repeat Condition Sets for Email Notifications
Quick Tip
Challenge:Using the Set Project Field Action
Set Force Check-In on Stage
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #5When Setting Fields Don’t Forget to force Check-In on the Stage
Quick Tip
When you set Project fields – require check-in
Challenge:
Updating Stage Status for new and completed stages
Setting Stage Status When Entering and Exiting Each Stage
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #6Set Stage Status When Entering and Exiting Each Stage
Quick Tip
Challenge:
Including Portfolio Selection as a Workflow Condition
Including Portfolio Selection as a Workflow Condition
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #7
• Evaluate Optimizer / Planner Decision for 0 or 3
http://msdn.microsoft.com/en-
us/library/office/microsoft.office.project.server
.library.optimizer.committeddecisionresult_di_
pj14mref(v=office.15).aspx
Quick Tip
Challenge:Including On Hold and Canceled Stages
Adding On Hold and Canceled Stages
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #8
Place On Hold and Canceled Stages at End of Workflow, Transition to End of Workflow
Quick Tip
Challenge:When Workflow is restarted it’s not sipping to a particular Workflow Stage
Include the Include this Stage Condition
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #9
• Add the “Include this Stage” Condition to All Stagesfor Skip to Stage
Quick Tip
Challenge:Prevent breaking an existing workflow
Export to Visio
Demo:
Instructor to perform demo
Participants to watch and understand
Ask Questions
Tip #10Quick Tip
Export to Visio Frequently for Backup!
Review of Tips
1. Follow a Workflow Implementation Process, outside of Production
2. Document the Workflow Design Before Building
3. Use a SharePoint List to Identify Email Addresses
4. Repeat Condition Sets for Email Notifications
5. When Setting Fields Don’t Forget to force Check-In on the Stage
6. Set Stage Status When Entering and Exiting Each Stage
7. Evaluate Optimizer / Planner Decision for 0 or 3
8. Place On Hold and Canceled Stages at End of Workflow
9. Add the “Include this Stage” Condition to All Stages for Skip to Stage
10.Export to Visio Frequently for Backup!
Quick Tip
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Networking Break
Questions?
Evaluations Please!
• Evaluation URL will be sent to registered attendees from MPUG Global.
• Please complete! This helps the Boston Chapter!
• Go to PMI.com and use Activity code –
mpugboston030415• You may claim 1.0 PDUs for this three hour of the Cert
Series.
• For a copy of tonight’s presentation or to receive the
Microsoft Project Server Workflow Toolkit please
email: [email protected]
Claim PDU’s for this Webcast on PMI.org
MPUG Boston Chapter Meeting
Where Project Managers and Microsoft® Meet.
