Project Management in the Solomon Environment Project Manager orientation

AIM To provide training/orientation for Project and Line managers relevant to the implementation of the MS Dynamics -SL system with particular reference to the production and use of project schedules and the role of project managers. To provide training/orientation for Project and Line managers relevant to the implementation of the MS Dynamics -SL system with particular reference to the production and use of project schedules and the role of project managers.

Agenda Introduction Introduction The system The system Use of M/S project Use of M/S project M/S project set up checks M/S project set up checks Good scheduling practice Good scheduling practice WBS chart Pro WBS chart Pro Allocation of resources Allocation of resources Rates Rates Synchronising and up loading projects to Solomon Synchronising and up loading projects to Solomon Reporting on effort and progress Reporting on effort and progress Time card system Time card system Reports Reports Organise out of session training as required Organise out of session training as required

Introduction – ( Why is this training necessary?) The MS Dynamics- SL system creates a “loose” integration of our financial and project management systems. The MS Dynamics- SL system creates a “loose” integration of our financial and project management systems. Maximum benefit requires schedules to be set up in a certain way Maximum benefit requires schedules to be set up in a certain way Synchronisation processes need to be understood Synchronisation processes need to be understood Data capture process needs to be understood Data capture process needs to be understood

The System System components are: System components are: –M/S project –Project Server –M/S Dynamics - SL –SQL Data bases

System Diagram High level diagram High level diagram

Use of Microsoft project Microsoft project is the AAO wide scheduling tool. Microsoft project is the AAO wide scheduling tool. This training will not cover how to use M/S project and arrangements should be made if any key project or line staff feel they need to develop skills and competency in this area This training will not cover how to use M/S project and arrangements should be made if any key project or line staff feel they need to develop skills and competency in this area

MS project standard

M/S project set up We have set up our scheduling tool to work off a particular template and all schedules that we create for integration into Solomon must use the AAO template version. We have set up our scheduling tool to work off a particular template and all schedules that we create for integration into Solomon must use the AAO template version. We should always check to see that the default schedule is working on the correct setups We should always check to see that the default schedule is working on the correct setups

Good Scheduling practice Consider the aim of the schedule and the relationship of the schedule with the WBS Consider the aim of the schedule and the relationship of the schedule with the WBS Ensure that the hierarchy set within the schedule enables appropriate management Ensure that the hierarchy set within the schedule enables appropriate management Protect milestones with buffers Protect milestones with buffers Use contingency properly Use contingency properly Ensure budgets set reflect the reality of the scheduled work Ensure budgets set reflect the reality of the scheduled work See notes on page 10 See notes on page 10

WBS chart Pro WBS Chart Pro is a Windows-based project management software application that is used to create and display projects using a Work Breakdown Structure (WBS) chart. WBS Chart Pro is a Windows-based project management software application that is used to create and display projects using a Work Breakdown Structure (WBS) chart. WBS Chart Pro is integrated in our M/S project software WBS Chart Pro is integrated in our M/S project software

WBS chart Pro standard

How to allocate resources Resources are allocated to a schedule within M/S project and this must be done using the Enterprise Resource Pool. Resources are allocated to a schedule within M/S project and this must be done using the Enterprise Resource Pool. The issue here is to ensure that the resource pool within M/S project remains consistent with the resource details recorded and maintained in Solomon. The issue here is to ensure that the resource pool within M/S project remains consistent with the resource details recorded and maintained in Solomon. We will use M/S project schedules for human resources and put non human resource costs directly into Solomon (i.e. travel, materials, sub contractors etc) We will use M/S project schedules for human resources and put non human resource costs directly into Solomon (i.e. travel, materials, sub contractors etc)

Rates Rates are set by the Executive Officer and input to the Solomon system by the Accountant. These rates are then available for transfer to our project schedules to enable our planning and to support estimating and budget setting. Rates are set by the Executive Officer and input to the Solomon system by the Accountant. These rates are then available for transfer to our project schedules to enable our planning and to support estimating and budget setting. Rates will be part of the resource pool content and it is important to ensure that the latest rates are being used. Rates will be part of the resource pool content and it is important to ensure that the latest rates are being used. A nominated PM will maintain our off line resource pool. A nominated PM will maintain our off line resource pool.

How to - synchronize & upload project details into Solomon See notes provided – these are also on ‘p’ drive at: See notes provided – these are also on ‘p’ drive at: P:\projects\Microsoft Dynamics_SL implementation\MSPtoSolomon_import procedures –Importing Offline Projects into Project Server p 11 –Importing Server Projects into Solomon p 23 –Importing Server Project budgets into Solomon p 34

High Level Process – ( human resources)

Non Human Resources Process is shown in notes at p 41 through 44. Process is shown in notes at p 41 through 44. The examples show how non human resources are posted to Solomon The examples show how non human resources are posted to Solomon Implications - budgets Implications - budgets

Reporting on effort and progress All staff at the AAO are required to fill in time sheets (actually called time cards in the Solomon system) on a weekly basis unless otherwise requested. All staff at the AAO are required to fill in time sheets (actually called time cards in the Solomon system) on a weekly basis unless otherwise requested. The time card procedure is on our web at: nessPractices/WebTimesheet The time card procedure is on our web at: nessPractices/WebTimesheet

Time card system

Reports Our Microsoft Business Partner (Renown) has made examples of standard reports available to us, see: P:\projects\Microsoft Dynamics_SL implementation\Reports. Our Microsoft Business Partner (Renown) has made examples of standard reports available to us, see: P:\projects\Microsoft Dynamics_SL implementation\Reports. Our recommended approach is to look over the “standard reports” and use these initially until we are familiar and then move to an agreed suite of customised reports. Our recommended approach is to look over the “standard reports” and use these initially until we are familiar and then move to an agreed suite of customised reports. We are currently developing a WBS roll up report for work packages etc. We are currently developing a WBS roll up report for work packages etc.

Out of session training MS project 2003 MS project 2003 Project Server Project Server Time card procedures Time card procedures Requisitions / Purchasing Requisitions / Purchasing Other (i.e. Travel, AGCC, Flexitime) Other (i.e. Travel, AGCC, Flexitime)