Using Project Server 2010 for Demand Management and Collaboration January 19th, 2011

Speaker Biography
Daniel Bell, PMP, MCP, MCTS,
Managing Director at MS PROJECT NOW!, Life-long consultant with a very strong background in many technical disciplines, as well as a strong functional background.

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Microsoft Project Server 2010

Demand Management with Project Server 2010 Overview of Demand Management Business Drivers Portfolio Analysis Demand Management Components Enterprise Project Types Project Workflows Project Detail Pages Approvals Steps to Implement

Key benefits of Project Server 2010

OVERVIEW OF DEMAND MANAGEMENT

Unified Project and Portfolio Management

Capture all work in a central repository

What is Demand Management?

Part of the overall Project Server 2010 solution

You can capture all work proposals in one single place

Workflows are a component of Demand Management which you can use to automate your existing business processes optional, not required You can create customized workflows as well as pages for displaying and collecting information from the end users Workflows, along with other key concepts, are captured and integrated within the demand management feature set

Microsoft EPM Solution Sample Phases of a Project Lifecycle

Enterprise Project Management

Create
Demand Management

Select
Portfolio Selection

Plan
Work Planning

Manage
Collaboration & Reporting

NOTE: Phases are custom tailored to the business needs, drivers, and governance

End User Experience

Simple to use

Information collected in stages Information split into convenient sections/links User Interface similar to SharePoint Can create proposals without schedule !
Powerful and flexible One place to enter various types of work Enhanced support for templates Ability to track initiatives from start to end Align demand requests with strategy Standardized deployment, maintenance

Process Overview

Business Drivers Definition

Business Drivers Prioritization

Aligning Projects/Proposals to Business Drivers

Projects/Proposals Prioritization

Portfolio Analysis (cost, resource)

Business Drivers

Business Driver
Business Drivers represent an organizations business objectives in Project Server 2010 Create drivers in the Business Driver Library May be associated with zero or more Departments Drivers are prioritized to reflect organizations perceived business impact and importance

Calculated Driver Prioritization

System calculates the consistency ratio Inconsistent prioritizations may make sense in some instances but should be reviewed carefully

Algorithm
Fill the systemic matrix with the pairwise values Calculate eigenvector for the matrix Normalize eigenvector values to 100% to derive relative priorities
Driver A Driver A Driver A B Driver B C Driver A 1 1/9 Driver B
Extremely Driver B More

Driver C
Strongly More Driver C Moderately More 6

Driver D
Equal Driver D Strongly Less 1 Moderately Less 1/6

9 1

Driver C D
Driver D

1/6
1

1/3
6

1
3

1/3
1

Demo:

Business Driver Prioritization

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Portfolio Analysis

Portfolio Analyses
Portfolio analyses are a collection of projects that will compete for selection based on their cost relative to their strategic value Prioritization of Projects: By Business Drivers By Custom Field

Project Interdependencies
Project dependency relationship will be respected during portfolio selection scenario calculations There are following types of interdependencies:

Dependency: If Project A selected, Project B must be selected

Mutual Inclusion: For a set of projects, if one project is selected, all projects in the set must be selected. Mutual Exclusion: For a set of projects, only one project in the set can be selected (Alternatives).

Finish to Start: Used in Resource Constraint Analysis for identifying scheduling constrains

Cost Constraint Analysis

The need for optimization

Value Project 1 Project 2 Project 3 30% 20% 15%

Cost $100 $60 $40 Project 1 Project 2 Project 3

Value 30% 20% 15%

Cost $100 $60 $40

Force In/Out
A portfolio may contain projects that must be either selected or not selected, regardless of their cost/value ratio or their dependencies on other projects. Aliases available for Force In/Out per analysis Examples: A non-strategic project that must be implemented because of legal compliance issues will need to be forced in the portfolio.

A very costly project might need to be forced out of a portfolio to free up resources for other projects and improve the portfolios overall ROI

Demo:

Cost Constrained Analysis/Force-in

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Resource Constraint Analysis

Resource Constraint Analysis

Simplified Algorithm Resource Allocation

Portfolios may also be analyzed by their high-level resource requirements combined with their prioritization Higher priority projects are resourced first, lower priority projects are resourced last. If resource availability does not meet a given projects demand for any period for any role, that project is not resourced and the project with the next lowest priority is examined

Demo:

Resource Constrained Analysis

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Whats Next?

Portfolio Comparison
Portfolio selections scenarios should be adjusted and recalculated until a scenario is reached that should be finalized or compared with other scenarios

Portfolios may be compared with each other by: Projects Selected Strategic Value Custom Fields (example: ROI )

Commit Portfolio Analysis Once you have completed your portfolio analysis, the final step is to commit your Decisions portfolio
Optionally, committed portfolios may kick off a workflow

Demo:

Compare Anlaysis

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Demand Management Concepts

Demand Management Concepts

Enterprise Project Types Workflows Stages/Phases Project Detail Pages

SharePoint/Custom Web-parts Enterprise Custom Fields

ENTERPRISE PROJECT TYPES (EPTs)

Enterprise Project Type (EPT)

Enables project creation with template schedule, workflow, and workspace Blueprint for creating a Proposal Groups these components: Project Server Workflows Project Details Page (PDP) Stages Phases Project Plan Template Project Site Template Department

Out-of-the-Box EPTs
Sample Proposal - Workflow driven Basic Project Plan - Non workflow driven

Demo: EPTs

PROJECT WORKFLOWS

Project Server Workflows

Not all EPTs require workflows Allows for a custom approval process Workflow supports:
Simple Project Lifecycle (single stage/approval) Complex Project Lifecycle (multi-stage/approval)

Overlaid on SharePoint Workflows Create Custom Workflows created in Microsoft Visual Studio 2010 (SharePoint Designer is NOT supported)

Changing an EPT mid-lifecycle

A project or proposals EPT may be changed in mid-lifecycle if necessary Current workflow will end and new EPTs workflow will begin New EPTs pages will be loaded Save current pages data prior to changing EPT

STAGES

Workflow Stages
Represents one step within a project lifecycle Appears as steps at the End-User level Controls the behavior of:
Visible PDPs Read-Only/Required Custom Fields Associated Phase Out-of-the-Box Stages

PHASES

Workflow Phases
Collection of Stages grouped together to identify a common set of activities in the project life cycle Used as a placeholder
Typically used for identification purposes Group Stages together

Phases do not directly affect Project Detail Pages

Out-of-the-Box Phases
For example, A phase is like an empty file folder with a name on the tab

Sample Proposal Workflow

http://www.microsoft.com/showcase/en/us/details/fa81c076-a39f-4cc4-823e-60d2e23b6b44

OOB Sample Proposal Workflow

Custom Fields supporting OOB workflow:
Sample Approved Finish Date Sample Approved Start Date Sample Areas Impacted Sample Assumptions Sample Business Need Sample Compliance Proposal Sample Goals Sample Post Implementation Review Date Sample Post Implementation Review Notes Sample Primary Objectives Sample Proposal Cost Sample Proposed Finish Date Sample Proposed Start Date

Lookup Tables supporting OOB workflow:

Sample Areas Impacted Sample Primary Objective

Visualizing Project Workflow

Two OOB Excel report templates are available that help you to visualize Projects as they go through workflow stages and phases:
WorkflowChart WorkflowDrillDown

Demo: Workflow Reporting

PROJECT DETAIL PAGES

Project Details Page (PDP)

SharePoint Web Part page that is used to drive the project lifecycle
Used to input and/or view data Can add other SharePoint Web Parts Includes project fields Can be reused for other Stages Is project aware Library of PDPs can be used across multiple EPTs/Stages

PDPs

Out-of-the-Box PDPs Post-Implementation Review Project Details Project Information

Proposal Details
Proposal Summary

Proposal Schedule
Schedule

Proposal Stage Status

Strategic Impact

Demo: PDPs

APPROVALS

Workflow Approvals
PWA -> Workflow Approvals in the Approvals section of Quick Launch The approval process allows decision-makers : Ability to tightly control which projects continue along in their lifecycle Provide input to people who are submitting the project proposals Project Server Workflow Tasks Items requiring review and approval displayed Edit Item to comment and make an approval/rejection decision Approver may be notified by email Edit this task on the message in Outlook

Default WF approvers in PWA (security group):

Portfolio Managers

Approval Configuration
Typically approvals are placed between Stages and Phases Stages and Phases do not necessarily have to have approvals to proceed Approval Process is based on SharePoint Server 2010

STEPS TO IMPLEMENT

Step 1: Define the Project Lifecycle

Step 2: Define the Workflow Phases

Create Phase Select Phase Plan Phase Manage Phase Finished Phase

Step 3: Create and Configure Objects

In Project Web App Custom Fields (Project/Task/Resources) Phases Stages Project Detail Pages Project Plan Template* Project Site Template* Enterprise Project Type (EPT)

* Optional

Step 4: Create Workflow in Visual Studio

Requirements to create Project Server Workflows

Must be installed on the same box as Project Server

InfoPath Services, Excel Services )

IMPORTANT Please refer to the MSDN SDK and webcasts for guidance/samples and Step by Step instructions on Workflow and Demand Management

Summary

Project Server 2010s Demand Management:

Supports Work Management and governance Unifies project and portfolio management Flexible and extensible Build on SharePoint Server 2010

Thank you for your consideration of MS PROJECT NOW! At MS PROJECT NOW! we believe in outstanding customer service. This is why we will always ensure expectations are properly set and maintained throughout every client relationship. We also consider trust a necessity, and therefore we will never mislead or misstate anything to our clients. This is because we believe in building and maintaining long-lasting relationships with you and your organization.

Contact Information: Sherry Lucia Director, Client Relationships Mobile: 603.490.4124 Sherry.lucia@msprojectnow.com