Enterprise project management 101

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

Agenda

Definitions & Scope Project Management Using the Tools How to Start NOW!

@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

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Scope

Management

Quality

Management

Risk

Management


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Time

Management

Human Resource

Management

Procurement

Management


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PM Framework

Mapping Knowledge Areas to PM Phases

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Project Management Triangles

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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

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Views of the PMC

Project to Portfolio Management

@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

The PMC Management Models

Authoritative Hybrid Advisory

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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,

Email

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

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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

DEMO

@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

http://www.simcrest.com/

@nateauchter

THANK YOU!