Project tracking and metrics on share point

Copyright © 2012 Rockwell Automation, Inc. All rights reserved.

Project Tracking & Metrics on SharePoint

Liz Gardipee & Kathleen Ruggeri May 2012

Copyright © 2012 Rockwell Automation, Inc. All rights reserved.Copyright © 2011 Rockwell Automation, Inc. All rights reserved. 2

Rockwell Automation at a Glance

Fiscal 2011 sales:approximately $6 billion

Employees: about 21,000

Serving customers in80+ countries

World headquarters: Milwaukee, Wisconsin, USA

Trading symbol: ROK

Leading global provider of industrial power, control, and information solutions

Leading global provider of industrial power, control, and information solutions


Tech Comm at Rockwell Automation

Shared service in the U.S.

Primary locations Cleveland, Ohio Milwaukee and Mequon, Wisconsin

Other locations Chelmsford, MA Eden Prairie, MN Shirley, NY Singapore

3

Information Development & Publishing

• Staff• 30 employees• 4 contractors

• Roles– Information Architect– Information Developer– Editor– Manager

Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 4

Agenda

Where We Are Now/Results

Challenges & Tips for Getting Started

What You Can Do with the Data

Our Project List and Time Tracking Tool

Where We Started


Where We Started - 2008

We needed a single place for accurate, up-to-date project informationthat multiple people could access at the same time.

We struggled with Multiple spreadsheets from different groups and locations Frantic assembling of non-standard information into a group-wide

report to management Repeating this process each time workload or finance information was

needed Metrics that had to be calculated by hand Not having metrics for all groups Too many methods for individual status tracking No central location to keep data

5


Our Project List and Time Tracking Tool

SharePoint – created using WSS2 (Windows SharePoint Services)

Formed a team and undertook a project with these goals Provide a central location for all planning and reporting data Allow for flexibility in reporting for business units/finance Enable simultaneous access to multiple users Ensure data consistency (pull-down menus, radio buttons) Track work for all roles (Architect, Developer, Editor) Use only standard SharePoint functionality, no customization

6

Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 7

First Step: Principles of Project Tracking

Project data is not polished Simply recording facts

Project data is used as neutral data Not for rating people on productivity

Project data belongs to everyone at Rockwell Automation Reflects work being done for the company


How It Works

Manager typically creates the record Planned/unplanned work Typically enter projects with completions at least 18 mo to 3 yrs out

Each person has own record for their portion of a project Architect record shows up-front planning/research time Developer record tracks content development Editor records show level of edit and editing hours Post-production tasks also can be represented

Manager reviews records often Status info on current projects; workload balancing/new assignments Data integrity/cleansing

Quarterly reports to business unit finance department8


Creating/Editing a Record

Can be done by the manager or the contributor User-friendly data entry screen with pull-down menus, radio buttons,

pop-up calendars, and instructions on what to enter in each field Work on one record at a time

9


What Our Tool Looks Like

The Project List and Time Tracking Tool is a customized SharePoint list SharePoint lists behave much like Excel spreadsheets

10

Headings

Rows

Cells

Colum

ns


Tracking Types of Work - Roles

Architect, Developer, Editor Project Leader, Team Member Production, Translation Support

Multiple roles for a publication.

11


How We Manage over 40 Pieces of Metadata in Each Record

SharePoint lets you create multiple views of the same list Views enable filtering, grouping, and sorting of a subset of metadata Only display the columns you want to see (or want others to see) Views can be personal or public

12

Use the Launch View menu to choose the view you want.


Example View – Metadata for Language Translations

Records are filtered to show Role = Translation Support

Only the 10 fields we are interested in are displayed

13


Quarterly Report of Actuals

Submitted to business units and finance department

14

Sample DataBusiness Structure Cost of Work Completed Trans. PO Amount (USD)Business Segment A $41,193 $226,804

Business Group A1 $34,155 $176,161Controllers $15,801 $89,667

1427.2.4 $2,001 $29,2742102.1.4 $12,213 $55,0002163.1.4 $1,587 $5,392

Process $414 $18,3332144.1.4 $414 $18,333

Touchscreens $17,940 $68,1612029.1.4 $4,485 $7,7682124.1.4 $13,455 $60,393

Business Group A2 $7,038 $50,643Motion Control $7,038 $50,643

2017.2.4 $6,383 $41,4632078.2.4 $518 $3,531998.2.4 $138 $5,650

Business Segment B $2,208 $45,197Business Group B1 $2,208 $45,197

Drives $2,208 $45,197705.2.4 $2,208 $45,197

Grand Total $43,401 $272,001

• Reporting structure is coded for our finance department.

• Costs are reportedby Project Numbereach quarter.

• Business units payback to our cost center.

• Allows variable staffing to meet their demand.


What You Can Do with the Data: Reports

Metrics–baseline numbers for estimating future work Tables showing hours/publication type, average durations, etc. Metrics for Architects, Developers, and Editors

Future Workload–managing workload Snapshot of a contributor’s project list and graph of future workload Good tool for employee-manager meetings

Future Costs Labor Translations

Trends–year-to-year changes to use in making a business case Graphs showing amount of work for different business areas Identify growth areas–where we need to build expertise Identify areas in decline–where people should move to new things

15


Metrics based on past projects are used to estimate future projects

You can pick a single number to estimate a publication—no calculating based on page count!

Metrics Reports

16

Average of Actual Hours to Date New or RevisionBusiness Unit Deliverable Type New Revision

Controllers UM 275 103Drives UM 114 58Industrial Components UM 75 32Motion Control UM 395 117Touchscreens UM 203 60


One-page summary

Includes notes and assumptionsrelated to the project

Items on this estimatesummary are added to ourproject list for scheduling

Engineering uses this estimatefor their project budget

Providing Estimates

17

Labor metrics and translation estimates are used to create the estimate summary for the project.


Future Workload Report

Tool to evaluate resource loading Target 130 hrs/mo 75% loading

Enables meaningful workload conversations

Some of the May workcan be started in April

Might need to negotiatea later release date for the item due in May

Can add additional workfor July and August

18

Projects by Month for John Smith Remaining Hours2012-04 106

Servo Drives User Manual 1062012-05 200

Toolkit Quick Start 2002012-06 100

Motion Control Selection Guide 1002012-09 157

Cost Reduction Project 157Grand Total 694

2012-04 2012-05 2012-06 2012-09

Total 106 200 100 157

25

75

125

175

225

John Smith’s Future Workload

Assig

ned

Wor

k


Forecasting for Future Work

Costs are used for annual budget review

Hours are used to identify need for contract resources

19

Sample Data

Reporting Structure Est. Hours Est. Labor Cost Est. Translation Cost

Business Segment A 8231 $567,922 $1,966,238

Business Group A1 8231 $567,922 $1,966,238

Controllers 7900 $545,100 $1,874,728

Process 300 $20,700 $88,275

Touchscreens 31 $2,122 $3,235

Business Segment B 87 $6,003 $18,361

Business Group B1 87 $6,003 $18,361

Industrial Components 87 $6,003 $18,361

Grand Total 8318 $573,925 $1,984,600

• Filter to show data for 2013.

• Reporting structure is coded for our finance department.

• Cost calculations are built into the list. We can change the plan, then simply refresh the report.


Shows where we need to develop competencies and/or adjust staffing

Consistent need for multiple resources

Growth Trend–need to develop more expertise

Declining Trend–develop skills in other areas

Trend Reports

20

FY07 FY08 FY09 FY10 FY11Controllers

02000400060008000

1000012000

FY07 FY08 FY09 FY10 FY11Motor Control

0

500

1000

1500

2000

FY07 FY08 FY09 FY10 FY11Catalogs

01000200030004000500060007000


Challenges

What we still struggle with Data accuracy

Project names for grouping multiple deliverables Dates in the past–people not keeping up with dates moving out End-of-year cleanup so that metrics can be generated smoothly

Corporate IT issues Company needs to provide and maintain a SharePoint server Complying with IT governance

• Version• Features• Site migration to new server

Redundant to other company time-tracking systems Timeliness of each person in tracking their data

21


Tips for Getting Started

Define business needs What does management want/need? What do contributors want/need?

Decide what you want to know Scope what you want to include Define fields that will give you what you want out of the system Some of the things that we are tracking

22

Tracked Item Based on Data Fields

Project duration Actual start date, Actual completion date

Hours/pub type Pub type, Actual hours worked

Annual business unit support Business unit name, Actual hours worked, Fiscal year


Once It’s Up and Running

Expect an ongoing commitment

Create a standard set of reports for your metrics

Experiment with year-to-year data to identify trends For example, Development time is greater for new publications and

varies by product line, but Editor time is not impacted

Identify improvement areas For the tool For data entry For reports

23


Where We Are Now

Using SharePoint WSS3, our company-wide environment

Using our Project List and Time Tracking Tool since June 2008 Over 1300 active projects More than 6500 completed records from 2006-2011*

*Records for 2006-2007 were loaded from spreadsheets to get our legacy data into the tool

Using our metrics provides estimates that are over 80% accurate

24

FY09 FY10 FY11 FY120

5000

10000

15000

20000

25000

30000

35000

40000

45000

Actual Hours

Estimated Hours

Annual Totals


Results

Our Project List and Time Tracking Tool allows us to Manage data for multiple teams in different locations Solve business need for consolidated/consistent view of our workload Enable simultaneous access to multiple users Improve ease-of-use for time entry Achieve data consistency (pull-down menus, radio buttons, pop-up

calendars) Track work for all roles (Architect, Developer, Editor) Quickly generate a variety of reports Enable accurate labor-hour reporting, as well as annual planning and

budgeting to business units Change the list design whenever we need to without shutting down

our tracking system

25


www.rockwellautomation.com

Follow ROKAutomation on Facebook & Twitter.Connect with us on LinkedIn.

Questions?

Liz Gardipee - [email protected] Kathleen Ruggeri - [email protected]