Alphabet Soup: PSS Contribution April 3, 2013 Jamie Wyant |

Innovation Solutions Software Products PPM and Work Management Solutions Support  Founded in 2000 with US headquarters  Software and professional services for customers world-wide  Project Portfolio Management and SharePoint Expertise  Support services Drive Creativity with Innovation No more heroics to get things done Simplify Team Roles Solve Problems faster Certifications and Associations About QuantumPM

 PSS Background  PSS Solution  Current Issues  Issue Solutions & Next Steps  Wrap Up and Questions Agenda

PSS Background

PSS Overview

Background Timeline & Approach Assessment Reconfigure Process Pilot March 2012 Reporting July 2012 Charter Requirement Enhanced Reporting Workflow Production Rollout QSA Desktop August 2012 December 2012 QSA Server Workflow Enhancement Training Videos Support Transition Administrator Training January 2013March 2013 Training Assessment, Process Definition, Configuration, Reporting and Pilot Charter Implementation, Custom Development, Governance, Training & Rollout Custom Development, Training & Support, Requirements Gathering New Requirements

 Make existing charter electronic  Promote user adoption of the tool  Provide accurate and insightful reporting at all levels  Reduce data redundancy and synchronize data between systems  Increase visibility of District and Headquarter resources to accommodate shifting priorities  Improve Department transparency and accountability  Improve project delivery and introduce cash flow forecasting Initial Justification of Project

 589 Projects  448 Active Resources  Supporting existing implementation  Gathering Requirements for next steps:  Integration with other systems  More reporting and dashboards  Enhancements to existing solution  Additional training to support user adoption Current Status

PSS Solution

Major Roles Make decisions based on information within PSS and shifting priorities Sponsor/Owner Project Champions responsible for reviewing and approving charter scope, schedule and budget Resource Manager Responsible for assigning resources at district or HQ level Manage overall project and responsible for working with Resource Managers to ensure the right resources are on the right projects Complete Charter information and follow the workflow process within PSS Complete work as assigned and update tasks within PSS Executives Sponsor/Owner Or Resource Manager *2PM – responsible for administering the PSS, governance and compliance

Issues Prior to PSS -Inadequate decision support tools -Accurate and insightful reports -Inability to accurately predict project delivery Sponsor/Owner -Insufficient project visibility and approval structure Resource Manager -Bottleneck in process -Difficulty in locating their specific resources -Lack of communication with Project Manager to assign correct resources -Lack of visibility into current resource workloads vs. availability -Lack of business practices/process and integrated tools for making informed decisions on management of project scope, schedule and budget -Charter created based on paper document -Lack of reports (baseline, status, resources, etc.) -Inability to assign task to Team -Not seeing the right information -Inaccurate delivery schedules - Lack of standard update process -Too many tasks to report on -Lack of collaboration Executives Sponsor/Owner Or Resource Manager

Approach to Resolve Issues Process Re-engineering PSS Configuration PSS Custom Development Training & Mentoring Support

Current Solution Overview Project Tracking System Project Scheduling System (Project Server 2010) Separate Disparate Systems (Project Wise, OTIS, ITRIPS) Training Resource Managers Executives 2PM QSA Charter Workflow

Infrastructure Charter Workflow

Electronic Charter and Workflow

 Real-time view of Project Tracking Guides User Through Creation

Resource Capacity Vs. Demand

Print Charter

Pull Project Tracking Info into PSS

 Checking Cost and Schedule Info Weekly s to Support Change Requests

Obligated Baseline Update

 3 weeks of custom PM training  Custom videos on PSS Site Custom Training

Additional Custom Reports

PSR

QSA Desktop  Found by selecting the QSA tab  QSA Runs compliance checks against the project for both custom ITD specific business requirements as well as other options  WBS list used for TMM lookup  QSA Controls folder  Can run anytime, but will run automatically when you publish a schedule

 Runs same checks and generates same report as desktop version for all projects  Can modify frequency of run  All reports stored in doc library  Old batch zipped up each time QSA Server

Current Issues

 Project Managers seeing dates shift when accepting task updates from team members  Estimates for some tasks aren’t accurate (2 weeks duration for a 20 minute task)  Inability to compare planned expenditures to actuals  Resource availability numbers are inaccurate  Inability to pull actuals from project schedules  Additional project types and workflows that don’t fit under “Infrastructure”  Disparate systems causing redundancy (Project Wise, OTIS, ITRIPS) Current Issues

Issue Resolution & Next Steps

 Not all projects within PSS  Additional training for Project Managers to understand importance of using the right task type for the right task and resource levelling  Create a “Plan of the Day” checklist for Project Managers and Resource Managers to address tasks that take less than 8 hours to complete. If task needs tracked, make it a milestone in schedule as opposed to detailed effort task.  Rollup assignments to a higher level. For example, tasks in schedules greater than 8 hours.  Adjust Resource availability from 50% Potential Issue Solutions

 Get 100% of projects in the system  Continue gathering requirements and estimate effort:  Cash-flow Report – integration with actuals  2 New Charter Types and workflow  OTIS Integration  Update existing funding and cost summary webpart  District Reporting  Trending reports based on snapshots  Dashboards  Project Wise – integration to pull in URL  ITRIPS – integration to pull in 20 fields  Additional Training Next Steps

Wrap Up & Questions

 Iterative Process and Continuous Improvement  Continually evaluating issues and implementing creative solutions to address  Solution includes new processes, updated configuration, custom development, integration with external systems  There’s still more work to do (Integration, reporting, workflows, etc.) Summary

Questions?

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