Enterprise Project Management Infowoche 10. bis 14. Mai 2004 Johann Strasser – The Project Group Michael Meisters – Alegri International Service

Themen der Project Infowoche Enterprise Project Management auf Basis von Microsoft Office Project 2003 Portfolio-Management Ressourcen-Management Projektmanagement Zusammenarbeit & Kommunikation Dargestellt an den folgenden Benutzergruppen: Projektleiter Projektmitarbeiter Projektmanagement Office Klassisches Management

Agenda zur Project Infowoche 10:00 – 10:15 Vorstellung / Einleitung 10:15 – 11:00 Was ist unternehmensweites Projektmanagement (EPM)? 11:00 – 12:00 Live Demo: Projektmanagement aus Sicht des Projektmanagers / Projektmitarbeiters 12:00 – 12:15 1. Kundenreferenz: erfolgreicher Einsatz von Microsoft Project in der Praxis 12:15 – 13:00 Mittagspause 13:00 – 14:30 Live Demo: Projektmanagement aus Sicht des Projektmanagement Office und des klassischen Managements 14:30 – 14:45 2. Kundenreferenz: erfolgreicher Einsatz von Microsoft Project in der Praxis 14:45  - 15:00 Kaffeepause 15:00 – 15:45 Partnerlösungen / Q&A 15:45 – 16:00 Abschluss / offizielles Ende

Partnerprofil Alegri International Service Gründungsjahr: 2001 Standorte: München, Wien Dienstleistungsangebot: Implementation EPM Lösung .Net Applikationsentwicklung Projektmanagement Content und Enterprise Portale Produkte: Alegri APS ProjectCenter 1.0 - Projekt- und Portfoliomanagement - Unternehmens-Risikomanagement

Partnerprofil The Project Group Gründungsjahr: 1998 Standorte: Unterhaching (München) Dienstleistungsangebot: Implementation EPM Lösung Schnittstellenentwicklung Beratung und Schulung Produkte: PSLink (SAP Integration) TeamLink (Kommunikationsuntestützung) Weitere AddOns

Unternehmensweites Projektmanagement mit Microsoft Project 2003

Pain Points Wie stelle ich sicher, dass alle Mitarbeiter innerhalb eines Projektes mit dem aktuellen Projektplan arbeiten? Wie kann ich die Produktivität des Projektteams steigern? Wie vermeide ich zeitintensive Administrationstätigkeiten? Welche Kommunikationsplattform kann ich zur Verfügung stellen? Welche Kollaborationswerkzeuge kann ich einsetzen? Wie erhalte ich zeitpunktgenaue Auswertungen?

Ziele des EPM Befriedigung der Anforderungen Aller Projektbeteiligten Aller Projektinteressenten Zentrales Management von Ressourcen und Kapazitäten Gemeinsame Ressourcennutzung Die richtigen Daten für jeden Beteiligten Portfolioplanung als zentrale Aufgabe Priorisierung Budgetierung Konfliktlösung

Ziele des EPM Koordination Vorausschauende Planung Fachlich Terminlich Vorausschauende Planung Ressourcenengpässe vermeiden Rahmenterminpläne erstellen Umfassende Kostensteuerung Aufwandsbezogene Kosten Investitionen Verbesserte Kommunikation und Dokumentenaustausch

Overview of the Microsoft Office EPM Solution Products… Time = 30 secs Now that we’ve talked about what the solution does, lets take an in-dpeth look at what technology and products make up this highly valuable solution

Creating Enterprise Projects Easily Create Enterprise Project Plans Time = 1 -2 mins <note the slide is also using some timing> For the next several minutes I want to show you how all these technologies and products line up to produce the Microsoft Office EPM Solution. Creating Enterprise Projects is now a much easier process with EPM. <click – animation begins – Project Server appears> To begin with the basis or foundation for the EPM solution is Microsoft Office Project Server 2003. This server component which I showed you before is installed on Windows Server 2000 or 2003 and enables the entire enterprise to participate in projects <Timing - A small window of project appears> Next, is Microsoft Office Project Professional 2003, the defacto and industry standard software package for project management, this tool along with Project Server, makes it easy for the project manager to focus on their core skills (setting up timelines, schedules, etc.) and easily create enterprise projects <by this point there should be a larger screen shot of Pro>. As you can see here the interface is a familiar productive interface. <Click – screen shot shrinks back to the Pro logo> When project managers save project plans, these plans are actually stored in a robust system built on SQL Server. So if you can imagine when the project plan is saved to the project server, it’s actually stored in SQL server. This enables a number of rich features for the enterprise, including centrally storing project plans, resources, enabling reporting and easily managing users and permissions. As all IT departments know, central storage of information is easier to manage and back up, and more importantly storing information into a robust server like SQL means they can use existing familiar tools to back up and restore project server databases and that the system will scale to high usages. <Next Slide> Centrally Store Projects, Resources & Reporting

Enabling Team Participation Easily Create Enterprise Project Plans Team Participation Time 1-2 mins <Note this slide uses timing> In addition to making the project managers impact broader, EPM also enables teams of people to easily contribute to the success of the project. <Project Web Access Logo Appears> With EPM, we make sure all contributors to a project can easily participate, this is done through Project Web Access, the browser based component of Project Server that provides a “project dashboard” for contributors. <Screen Shot Appears atop SQL Server> Those project plans that the project managers saves to Project Server and thus stored in SQL server, are “re-purposed” for the team members via Project Web Access. Project Server configures the information so that members have access to the information that’s most important to them. <Screen Shot moves across the screen to PWA logo, and then blows up to a larger screen shot> Here you can see a rich, straightforward environment for team members. Team members though PWA can get a quick snapshot of the project or project status along with a number of other crucial pieces of information. You’ll see more of this in the upcoming demo. <Click – Window fades away and Team Participation appears> So as you can see, Project Web Access Enables Teams to Participate Centrally Store Projects, Resources & Reporting

Deliverables & Projects Stay Together Easily Create Enterprise Project Plans Team Participation Time 1-2 mins <Note: this slide uses timing> For project to be successful at your business, it needs to be easy to keep all project related information tied to the project itself. <Click – Several screen shots appear, word, powerpoint, excel, WSS> So, when your team works on documents, presentations, issues, or excel spreadsheets you need to have an easy, straightforward way to have these crucial pieces of information remain with the projects themselves by easily attaching documents to tasks and projects <Click - Screen shots will automatically fade away> <Small Screen shot will remain for 2 secs> <Larger screen shot will appear after 2 secs> By integrating EPM with Windows SharePoint Services, users get the most requested features, including the ability to attach documents, information to projects and tasks, and check in/out documents so you can easily keep a running history of changes and modifications. <click – Large Window Fades away and then WSS Logo Appears> <Small Window Slides across screen to WSS logo and disappears> Windows SharePoint Services is an optional component of the overall EPM solution, but as you can see here, it adds a rich set of features that no organization should be without. It’s a huge value to have your deliverables stay tied to your projects. Plus WSS also enables other features and capabilities, including allowing users to post Issues, raise Risks, etc. Centrally Store Projects, Resources & Reporting Project Documents, Issues/Risks & Tasks

Better Project Productivity More Productive Projects Easily Create Enterprise Project Plans Team Participation Time = 1 -2 mins <Office Logo automatically appears> In addition to providing rich end user tools, EPM also integrates with the Microsoft Office System, enabling your users to be even more productive. <click - expand Outlook Window> Here’s a great example of how EPM through the Microsoft Office System makes the end user more productive. You’ll see more of this in the demo later, but for now it’s important that you understand that users can participate within project by using a familiar interface like Outlook, but users can also easily import task information from Excel, export reports to PowerPoint and use Visio to create great looking process diagrams, etc. <Click – Outlook Window fades away> By integrating EPM with the Microsoft Office System you’ll find that you have more productive projects, and be able to get more done with less work. Project Documents, Issues/Risks & Tasks Centrally Store Projects, Resources & Reporting

Putting IT Investments to Work More Productive Projects Easily Create Enterprise Project Plans Team Participation Line of Business Systems (SAP) Time = 1 -2mins Finally EPM allows your IT departments to put existing software and system investments to work in a new way, thus enabling you to get more from your existing line of business solution investments. Our flexible and open platform enables customization and data sharing with other systems to align with current processes <click – expand Siebel Window> Here for example, we can integrate our EPM solution with our Siebel System to yield more from our sales tracking system. Imagine if you will when new leads are enter, we could easily create a project plan from this information. This concept could easily be extended to SAP, PeopleSoft and others. All of this is enabled through our server side API called the Project Data Service. <Click – window fades away> Being able to have an open server architecture so that you can link all those together is pretty critical. I can’t think of many customers that are evaluating and/or deploying EPM who aren’t interested in linking that information with some other system. Centrally Store Projects, Resources & Reporting Project Documents, Issues/Risks & Tasks Get more from your IT Investments

The Microsoft Office EPM Solution More Productive Projects Easily Create Enterprise Project Plans Team Participation Line of Business Systems (SAP) Time = 0.5 – 1 min What you see here is the complete Microsoft Office EPM Solution. You see that it’s a very extensive business intelligence and project management solution. Enabling your business and organization to accomplish great things with existing IT investments, aligned to strategic initiatives while leveraging familiar user interfaces – in other words putting your investments in training and end user productivity to work in a new way. <For review> Creating Enterprise Projects: Project is generally acknowledged as being one of the easiest project management tools to use we still drive every release to make it even easier: Microsoft Project Server 2003 is built on top of Microsoft SQL Server as our database store: Enables Project Managers to share project plans in a centralized environment Project vteam has access to real-time project information Better control over who access project information Enabling Team Participation: Drive for Greater Ease of Use: Office 2003 Look and feel Real-time access to information Enhanced Printing Project Guide for one page Project printing Print Grid/Export to Excel Deliverables & Projects Stay Together: Collaboration is becoming more and more important for Project Management: Integration with Windows SharePoint Services Document check-in, check-out and versioning Risk management with links to projects and tasks Better Project Productivity: Drive for Greater Ease of Use: Enhanced project presentation Easily take Project information to Word, Visio, PPT Integration with Outlook Importing Project tasks onto Outlook calendar Reporting acutals via Outlook calendar or WSS web-part Putting IT Investments to Work: Project Server integrates with lots of different line of business systems such as SAP, PeopleSoft and Seibel, and is incredibly important for Project Server. Trend to integrate project information with LOB systems: Flexible and open platform enables customization and data sharing with other systems to align with current processes: Expanded set of PDS APIs to build solutions: Timesheet API Resource pool creation API Project data creation API Enterprise custom fields API Active Directory connector: Sync Project Server resource pool with AD Sync security with AD group membership lists Improved scale with DB partitioning support Project Professional events, object model and Project Guide enhancements Being able to have an open server architecture so that you can link all those together is pretty critical. I can’t think of many customers that are evaluating and/or deploying EPM who aren’t interested in linking that information with some other system. Centrally Store Projects, Resources & Reporting Project Documents, Issues/Risks & Tasks Get more from your IT Investments

Geschäftsführung, Abteilungsleiter Projektmanager IT Manager Rollen im EPM Resourcenmanager Qualifikationsbasiertes Resourcenmanagement Projektmitarbeiter Verwendung bekannter Werkzeuge Resourcenmanager Wer ist verfügbar für neue Projekte? Wer arbeitet an was und haben die Mitarbeiter das richtige Wissen? Projektmitarbeiter Was muss ich diese Woche tun? Wie kann ich mit meinen Kollegen kommunizieren? Geschäftsführung, Abteilungsleiter Wie sehe ich die Projekte in meiner Organisation? Was ist der Status meiner 3 wichtigsten Initiativen? Projektmanager Wann sind wir fertig und zu welchen Kosten? Können wir Erfahrungen wiederverwenden? IT Manager Wie binden wir unsere Backend-Systeme ein? Wie können wir die Systeme ausrollen und monitoren? IT Offene, sichere Systeme Portfolio- management, Reports Geschäftsleitung Projektmanager Intuitives Projektmanagement

What EPM Stakeholders use Executives Resource Managers Team Members IT Administrators See Project Status Assign Resources Report Time & Progress Configure System Manage Users & Permissions Construct Plans Allocate Resources Develop Schedules & Milestones Project Managers Time = 1 min Now that we’ve talked about the product, it’s important for you to understand what tool or interface each stake holders use. <Click> Project Professional is used by: Project Managers to establish the project schedule, establish key milestones and associate key resources. <click> Project Web Access is used by: Executives for access to project scorecards to view project status Team members for access to submit status reports, issues or risks, associate documents and enter time against task Resource Managers for assigning (commited/soft-booked) resources on a project Both can be used by: IT for configuring the system, managing users and setting permissions

Microsoft Project 2003 Architektur Wer: Interne/Externe Teammit-glieder und Geschäftsführer Professionelle Projektmanager Project Web Access 2003 Microsoft Project Prof. 2003 Wie: CAL für PS CAL für PS CAL für SQL CAL für SQL Ist bereits eine SQL-CAL vorhanden, so ist keine weitere notwendig SQL Server

Live-Demo Projektmanagement aus der Sicht des Projektmanagers / Projektmitarbeiters

Die Rolle der Projektleiter Personen mit Projektverantwortung Anforderungen Einleitung Projektplanung Kommunikation Projektüberwachung Berichtswesen Projektdokumente verwalten

Aufgaben in Microsoft Project Neuanlage eines Projekts Enterprise Vorlagen Project Guide Ressourcen nutzen und einbinden Teamerstellung mit Enterprise Res.pool Generische Ressourcen Projektinformationen aufbereiten Enterprise Strukturen nutzen Projektinfrastruktur: Dokumente und Offene Punkte, Benachrichtigungen

Projekte anlegen Projekte erzeugen Einzelprojekt-Planungsprozesse Aus Vorlage Enterprise Muss-Felder Einzelprojekt-Planungsprozesse Veröffentlichung von Informationen

Enterprise Ressourcenmanagement Zuordnung durch Bildung eines Projektteams Planung auf Phasen/Vorgangsebene Kurzfristig: Mitarbeiter Mittel-/Langfristig: Generische Ressource Auslastungskontrolle durch Projektleiter Im einzelnen Projekt / Offline Detaillierung passend zur Fortschreibung

Projektinfrastruktur Aufgabenlisten Aus Projektvorgängen Aus Outlookvorgängen Offene Punkte Über Share Point Team Services verwaltet Je Projekt mit Zugriffsregelung Zuständigkeit und Statuskontrolle

Projektinfrastruktur Diskussionsforen Ähnlich Newsgroup je Projekt Dokumente Ablage in Unterstrukturen je Projekt Volltextindizierung Mit Share Point Portal Server auch Versionierung

Rolle und Aufgaben der Projektmitarbeiter Eigene Planung Aufgabenlisten Eigene Vorgänge und Rückmeldung Projektinformationen Statusberichte Dokumente Offene Punkte (Probleme) Integration Email Benachrichtigungen Outlook

Projektfortschreibung Zeiterfassung durch alle Mitarbeiter Projektaufwände Abwesenheiten Besprechungen, Schulung usw. Aktualisierung der Projekte mit Istaufwänden Leistungsverrechnung in ERP Systemen Nächste Planungsrunde Projektterminierung Ressourcenoptimierung

Projektmanagement aus der Sicht des PMO / klassischen Managements Live-Demo Projektmanagement aus der Sicht des PMO / klassischen Managements

Aufgaben des PMO Schnittstellenfunktion Daten aus den Projekten Daten fürs Management Übergreifende Auswertungen Ressourcenverwaltung und Benutzerpflege / Berechtigungen

PMO Tools in Microsoft Project (1) Projekt Center Übersicht Übergreifende Auswertungen Ressourcen Center Verfügbarkeit Berichtstrukturen festlegen Outline Codes Mussfelder Web Access Ansichten

PMO Tools in Microsoft Project (2) Portfolio Analysierer OLAP Daten In Pivot Tabellen Form Ressourcenoptimierung Modellierung Teilportfolios Sicherheit Zugriffsrechte Integration in vorhandene Infrastruktur Archivierung / Versionen

Klassisches Management Vorbereitetes Berichtswesen Ansichten zu Kosten und Termine Konsolidierte Daten Ampelfunktionen Entscheidungsgrundlage Portfolioansichten Digital Dashboard Optimierung Szenarien und What-If

Informationen im Internet  www.microsoft.com/germany/ms/project2003/ www.microsoft.com/office/project www.microsoft.com/germany/ms/project2003/veranstaltungen/index.htm www.microsoft.com/germany/ms/project2003/loesungspartner/matrix_loesungspartner.htm www.microsoft.com/germany/ms/project2003/showroom/index.htm http://www.microsoft.com/germany/ms/project2003/epm/index.htm www.mpug.org MSO.DLL Migration of STS v1 data

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Vielen Dank !