Upload
others
View
8
Download
0
Embed Size (px)
Citation preview
SharePoint for Project Management Katrina Dittmer - Faegre, Baker, Daniels, LLP
Lydia Lumovic – Baker McKenzie
Linda M. Novosel – McKenna Long & Aldridge, LLP
Sergey Polak – Ropes & Gray
June 10, 2014
Thank you for being here today
Katrina Dittmer
Faegre Baker Daniels
Background • Faegre & Benson and Baker & Daniels
merged in January 2012 • Many “unification” projects were
needed to merge the processes and systems that support the new firm
Enter the Roadmap
PMO Site
Site Overview
• Milestones
– Items with %
confidence under
49% and ‘not
complete’ appear
as red
• Risks
– Items with Severity
of ‘high’ or
‘medium’
• Issues
– Items with Priority
of ‘high’ or
‘medium’
• Defects
– All are captured
Milestone List
• Name
• Notes
• Baseline
• Expected
• Actual
• % Confidence
• Days Variance
• Confidence
• Status
Issues, Risks & Defects
• All reported items are displayed
• Medium or High risk items are ‘promoted’ to the Project
Status Summary
Lessons Learned
• Who is this for?
– Upstream reporting?
– Project team members?
• What is the appetite for conformity?
– How many PMs? Contract/FT?
June 10, 2014
Thank you for being here today
Presenter:
Lidia Lumovic Global Legal Project Manager, Baker & McKenzie Global Services, LLC
Lidia Lumovic
SharePoint and Baker & McKenzie
Introduction
Using SharePoint to manage Projects
Clients
Attorneys
LPMO
Over 4,000 attorneys in 75 offices (47 countries)
There has to be a better way to work together
How can we leverage what we have
Clients
• Inform
• Market
Clients
• Global
Matter
Teaming
Attorneys as Clients
• Day-to-day practice
NEW DEVELOPMENTS
Attorneys as Clients
Managing PG: Building & Metrics
Capture Metrics
LPMO
• LPM Department
• Firm LPM initiatives
+ Plus Centralized & real-time
Collaboration – less email
Views to the world
Flexibility and creativity
- Delta Time zones and calendaring
Alerts
Changing view displays
Lead a horse to water
June 10, 2014
Thank you for being here today
Presenter:
Linda M. Novosel Practice Group Director McKenna, Long and Aldridge, LLP
McKenna, Long and Aldridge, LLP
• Clients demanding more transparency and fee predictability
• Rolled out MLAdvantage in January 2012
• By early 2013, manual support getting increasingly difficult
• Technology necessary to support program
• Staffing model required lawyers to be primary users
SharePoint Platform
• Gathered feedback from lawyers regarding needs
• Assessed whether commercially available tools could meet those needs
• Decided to build a proprietary tool using SharePoint
• Customize features based on workflow
• Integrate application with accounting, new matter, intranet, and document management systems
• Develop a tool with modular components for different departments
• Selected a third party vendor to design and build May 2013
• Completed first version in Fall 2013
Key Features
• Integrates with accounting, new matter intake, intranet, and document management systems
• Automates the development, management, and tracking of budgets, staffing models, deadlines, and client deliverables
• Tracks and documents revisions
• Provides clients with real-time reports against budget, by phase, task, or timekeeper
• Allows robust searches of matter budgets based on metadata defined by department
• Serves as database for pricing and planning future matters
Flexible Metadata
Assumptions
• Standard assumptions for each type of matter
• User can de-select or add assumptions based on specific facts of matter
Adaptable Delivery Model
June 10, 2014
Thank you for being here today
Presenter:
Sergey Polak Manager of Enterprise Systems Ropes & Gray
Project Portfolio Management at Ropes & Gray
Agenda
• Introduction • Project Portfolio Process at Ropes &
Gray • Portfolio in SharePoint • Excel Data Analysis
Introduction Project Portfolio Management at Ropes & Gray
• Ropes & Gray has 1,100 attorneys, 11 offices in 5 countries • Have PMO office for the last 10 years, give or take a few • Sergey is Manager of Enterprise Systems in IT
• Consumer of and contributor to the portfolio
Project Portfolio Process Project Portfolio Management at Ropes & Gray
• End of Q3 collect project and budget requests from departments
and enter them into the portfolio • “IS Manager” is assigned to each project • Strategic Review – confirm strategic urgency for each project • Resource Estimates – managers estimate effort for each project
Project Portfolio Process (continued) Project Portfolio Management at Ropes & Gray
• Data Analysis
• How many projects can we actually do? • Typically get asked to do 3x what we can do in a year
• Which groups are over-allocated • Communicate back to the business which projects we can and can't
do • Regular reviews of project list and status with IS management and
PMO throughout the year
Portfolio in SharePoint – How We Do It Project Portfolio Management at Ropes & Gray
• Almost completely out of the box SharePoint functionality • 3 major SharePoint lists:
• Source Data • Resource List • Resourcing
• Multiple views that filter and display the data
• 2 custom web parts to pivot data
Portfolio in SharePoint – Start Page Project Portfolio Management at Ropes & Gray
Status Updates Status Updates
Resourcing
Sample view
Add new projects
Portfolio in SharePoint – View by Director Project Portfolio Management at Ropes & Gray
Grouped by director
General status
Date of the most recent status update
Start and end dates
Strategic Urgency
Portfolio in SharePoint – Resourcing View Project Portfolio Management at Ropes & Gray
Dropdown list of projects
Dropdown list of resources (people)
Hours estimate by month
Portfolio in SharePoint – Status Update Project Portfolio Management at Ropes & Gray
General status
Date of the update
Overall status
Text status update
Portfolio in SharePoint – Custom web part Project Portfolio Management at Ropes & Gray
Pick a department from dropdown
Grouped by resource (person)
Excel Data Analysis – The Basics Project Portfolio Management at Ropes & Gray
• Determine availability by department
• Each department estimates percent of time spent on maintenance
• Combine maintenance hours and standard out-of-office time with headcount by department to calculate available project hours by month by department
• Link the 3 lists from SharePoint to Excel • Use many pivot tables and lookups to slice and dice the data
Excel Data Analysis – Availability Project Portfolio Management at Ropes & Gray
Based on # of staff; takes time off into account
Manager estimate Available project hours for the year
Available project hours / # of staff / 12 months
Excel Data Analysis – The Big Picture Project Portfolio Management at Ropes & Gray
Excel Data Analysis – Drilling Into the Details Project Portfolio Management at Ropes & Gray
Department available project hours per person per month
Hours resourced over the per-person available project hours
Excel Data Analysis – Drilling Into the Details Project Portfolio Management at Ropes & Gray
Focus on “Not Started” and “In Progress”
Focus on projects we said we’d do
Per person list of projects, with start/end dates and hours by month
We’ll now open it up for questions
Questions
Thank You