Enterprise project management 101
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This document provides an overview of enterprise project management using Microsoft tools. It defines key project management terms and outlines the nine knowledge areas of project management. It then discusses how to develop a project management capability and maturity using tools like Outlook, Excel, SharePoint, Project, and Project Server. The document emphasizes starting with basic task management and collaboration, then progressing to more advanced scheduling, visibility, control, and integrated portfolio management as an organization's project management maturity increases.
Enterprise project management 101
- 1. Enterprise Project Management 101 ` @nateauchter NATE AUCHTER Performance Consultant MCTS: Project, Project Server EACOE: Enterprise Architect nathaniel.auchter @robbinsgioia.com /in/nateauchter/
- 2. @nateauchter Agenda Definitions & Scope Project Management Using the Tools How to Start NOW!
- 3. @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
- 4. @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.
- 5. @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
- 6. @nateauchter Project Success and Failure Rates 53% 31% 16% Large Project Success Rates Under Performing Projects Cancelled Projects Successful 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
- 7. @nateauchter The 9 Knowledge Areas Integration Management Cost Management Communication Management Building a Project Management Capability
- 8. @nateauchter The 9 Knowledge Areas Scope Management Quality Management Risk Management Building a Project Management Capability
- 9. @nateauchter The 9 Knowledge Areas Time Management Human Resource Management Procurement Management Building a Project Management Capability
- 10. @nateauchter PM Framework Mapping Knowledge Areas to PM Phases
- 12. @nateauchter 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
- 13. @nateauchter Project Management Capability PMC PMO PMIS People Processes Tools Systems 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 its lifecycle
- 14. @nateauchter Developing a PMC Managing the Knowledge Areas Resources & Management Practices Developing a repeatable process Managing Projects through the Lifecycle PMIS
- 15. @nateauchter Views of the PMC Project to Portfolio Management
- 16. @nateauchter MATURITY PMC Types Project Office Basic PMC Standard PMC Advanced PMC Center of Excellence Champion Project Manager There is NO ONE SIZE FITS ALL Success depends on PM Maturity Vision and Goals of Sponsor PMO Drivers and Business Needs Business and Organization Mission Political and Cultural Environment Number of Projects Organization Size Etc Single vs. Multiple Departmental vs. Enterprise Tactical vs. Strategic Internal vs. External Authoritative vs. Advisory
- 17. @nateauchter The PMC Management Models Authoritative Hybrid Advisory
- 18. @nateauchter 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 Levels PROJECTPROGRAMPORTFOLIO PMO Complexity Source: The Compete Project Management Office Handbook Gerard M. Hill
- 19. @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 Objectives PROJECTPROGRAMPORTFOLIO PMO Complexity Source: The Compete Project Management Office Handbook Gerard M. Hill
- 20. @nateauchter Project Management Maturity PEOPLE No PM Background Basic PM Training PM Certification PROCESS Ad-Hoc PM Process Standardized Automated Workflows, Portfolio Reporting TECH/TOOLS Paper, Word, Excel, Email Templates, Scheduling and Collaboration Tool EPM/PPM Tool Initial Repeatable Defined
- 21. @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 Levels INDIVIDUALTEAMENTERPRISE Project Complexity
- 22. @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
- 23. @nateauchter 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
- 24. @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
- 26. @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
- 27. @nateauchter Start NOW! Learn the PM Processes Deploy a PMIS (hint) Centralize Documents Streamline Communications
- 28. @nateauchter We are what we repeatedly do. Excellence then, is not an act, but a habit. - Aristotle
- 29. @nateauchter Sources 1. Schwalbe, Information Technology Project Management, Sixth Edition, 2010. 2. SimCrest, Round Table Blog 9 Project Management Areas. www.simcrest.com 3. The Compete Project Management Office Handbook Gerard M. Hill 4. SharePoint 2010 for Project Management Dux Raymond Sy, OReilly 2012