Team Member Intro to Project Online Features designed to improve the experience for team members, integration with Office 365, and total workload views June 8th, 2017 11:15am – 12:15pm Lobo Lab

Agenda Who Are We? Objectives Questions Team Intros UNM IT’s Project Management Office (PMO) Objectives Overview of Project Web Application (PWA) Implementation Project Overview of PWA Features Hands-on assignments: Navigating the PMO Community Site Navigating the Project Site Updating Tasks Uploading/tagging/editing documents Filling out Team Member survey Questions

Who Are We? – Team Intros UNM IT’s Project Management Office (PMO) Director: Moira Gerety, MBA Project Managers: Marcos Chavez-Abeyta, PMP, PMI-PBA, MS, MBA, ITILv3 Erica Grong, PMP, PMI-ACP, ITILv3 Sridevi Kumaravelu, MBA, ITILv3 [Vacant] Business Analyst – Gil Garduno Student Technical Specialist – Marco Melo, MBA-MIS (est. 2018)

Who Are We? UNM IT’s Project Management Office (PMO) Our staff has over 100 years of combined project/product management and business analysis experience We’ve managed projects such as: Office 365 Implementation Physics and Astronomy Interdisciplinary Science (PAIS) Building - > $1,000,000 IT budget UNM Jobs 2.0 - $1,400,000 Our staff has specialized expertise in: Business Analysis Capital Project Management Procurement/RFPs Software Development Lifecycle (SDLC); Project/Product Lifecycle Multiple project management methodologies: Traditional/Agile/Scrum/Lean/Extreme Programming (XP)

Project Online: [source: Microsoft] https://youtu.be/zmRexC50hiU Project Web Application Essential Training https://www.lynda.com/Project-Server-tutorials/Microsoft-Project-Web-Application-2013/365310-2.html?org=unm.edu

Objective #A – Overview of Project Web Application (PWA) Implementation Project PWA Currently houses over 35+ large projects (both technical and capital)

Objective #B – Overview of PWA Features Ability to fully manage projects on-line (without Project Pro client) Project Pro (client)/Project Online (PWA) synchronization Project SharePoint Sites Office 365 Integration (OneNote, Outlook, Word, PowerPoint, Excel, etc.) In Progress: Resource Management In Progress: Cost Management In Progress: Strategy drivers (portfolio prioritization) In Progress: PowerBI (reporting dashboard integration) In Progress: Workflows In Progress: Additional PWA & SharePoint site configuration settings

Objective #C – Hands-on Assignment 1. Navigating the Community Site Go to: https://unmm.sharepoint.com/teams/it/pmo/Community/SitePages/Community%20Home.aspx You should see: “UNM IT PMO Community Site” home page Hands-on: Use search box to locate content Enter “business case” into search box Search results have document preview available Hands-on: Review the OneNote notebook Go back to Community Site Home page (click “UNM IT PMO community Site” link from top menu Click on “Job Aids” on left menu Navigate the sections and pages Questions? Disclaimer: Content is still in the progress of being updated and uploaded!

Objective #C – Hands-on Assignment 2. Navigating the Project Site Go to: https://unmm.sharepoint.com/sites/IT_PMO_PWA/Projects.aspx (not case-sensitive) You should see: Depending on the View you have access to, you’ll either see all Projects (portfolio view), or only the projects you are assigned to Hands-on: Navigate the Project Site Click on the folder icon for the “PMO Test Project – for Tech Days” Check out the Action Items list and Document library View other menu items on the left (status report, project details) Questions?

Objective #C – Hands-on Assignment 3. Updating Tasks From Project Center, click on “Tasks” on the left menu. Or, go to: https://unmm.sharepoint.com/sites/IT_PMO_PWA/Tasks.aspx You should see: Tasks that belong to you and they are grouped by planning window (current period first) Hands-on: Update Actual Work and % Work Complete

Objective #C – Hands-on Assignment 3. Updating Tasks First way to update tasks: In-line from tasks screen – Select the task (checkbox) Then just update the fields directly on the current view Note: If your actual work is less than your planned work, then you should only use THIS method to update tasks!

Objective #C – Hands-on Assignment 3. Updating Tasks Second way to update tasks: Click on the individual task and edit it on the task detail screen Note: You should only use this method if you want to add notes!

Objective #C – Hands-on Assignment 3. Updating Tasks You can incrementally save your changes when you click Save, but it won’t actually update the project schedule until you click Send Status! Questions?

Objective #C – Hands-on Assignment 4 Objective #C – Hands-on Assignment 4. Uploading/Tagging/Editing Documents Go to Project Center (click on “Projects” from the left menu) Or go to: https://unmm.sharepoint.com/sites/IT_PMO_PWA/Projects.aspx Click on the folder icon for the “PMO Test Project – for Tech Days” You should see: the Project SharePoint Site – with Action Items and Documents list Hands-on: Upload a document Click on Documents list Upload a document Questions?

Objective #C – Hands-on Assignment 4 Objective #C – Hands-on Assignment 4. Uploading/Tagging/Editing Documents Hands-on: Add meta tags Click on “…” and you’ll see….. Click on “…” again Select “Properties”

Objective #C – Hands-on Assignment 4 Objective #C – Hands-on Assignment 4. Uploading/Tagging/Editing Documents Hands-on: Add meta tags Choose a document type Choose a document state Click Save

Objective #C – Hands-on Assignment 4 Objective #C – Hands-on Assignment 4. Uploading/Tagging/Editing Documents Hands-on: Add meta tags Click on Documents library Now you see the documents and their meta tags

Objective #C – Hands-on Assignment 4 Objective #C – Hands-on Assignment 4. Uploading/Tagging/Editing Documents Hands-on: Edit a document Click on “…” and “Open” and then you’ll see “Open in Word” and “Open in Word Online” Questions?

Objective #C – Hands-on Assignment 5. Filling out Team Member survey Go to: https://unmm.sharepoint.com/sites/IT_PMO_PWA/Projects.aspx Click on the folder icon for the “PMO Test Project – for Tech Days” You should see: Project Site – with Action Items and Documents list Hands-on: Fill out Team Member survey Click on “Team Member Survey” from left menu Click on “Respond to this Survey” Fill out responses, click Finish (Responses are anonymous) Questions?

Thank you! Other Questions?