Office of Management and Enterprise Services Information Services Division PMO Departmental Procedure Monthly Review Packet Process Presentation

Overview  This presentation outlines the steps used to complete a Project Review Packet. It also includes examples, labs and videos.  The format of the labs will be an explanation what you are going to do, followed by step by step instructions. Example: 1.Create a folder structure on your desktop for your Project Review Documentation. A. Open your Folder Go to Desktop  New Folder B. Title it “Monthly Review Process”. C. Within that folder, create another folder; title it “2013 Review Source Files D. Within that folder create another folder; title it “ Source Files  By the end of this session you should have a sample packet and feel comfortable with you ability to create a Project Review Packet once you return to your agency. 2

Monthly Review Packet Discipline : Portfolio Management Relationships : Primary performer- Portfolio Administrator Additional Performers- Business Segment Director and Project Manager Output- the Project Review Packet Purpose : The purpose of this procedure is to provide instruction for creating the Monthly Review Presentation Packets. This procedure assumes the operator has working knowledge of creating, copying and deleting files and folders in the Windows network and desktop environment; and of the HP PPM Software. Main Description : The Monthly Review Presentation consists of the following: Performance Metrics (dashboards, closed projects, etc.), Budget Status, Execution Delivery Schedule, Program Status (Milestones, Scorecard, Snapshot and Project Status Reports), and Executive Issues. 3

Outline of The Project Review  The Project Review should include the following: –Cover Page* –Agenda* –Performance Metrics* –Closed Projects* –Portfolio/Programs: Projects in Execution* Program Status- Scorecard * Snapshot * Status Reports (If required) Milestone Reports (If required) Issue, Risk and Scope Changes (If required) Executive Issues * Required  Some of these steps will be done in PowerPoint and some of them will be done through the PPM Tool and its Excel and PDF export functions.  All of the files will be copied into PowerPoint for the final Project Review Packet.  The remaining steps will explain how to produce each of these things. 4

Metrics  There are some additional metrics your BSD may want/require in the Monthly Review Packets.  These include Project/Enhancement Service and Operation Level Metrics, Project Metrics for Completed Projects and Resource Utilization Metrics.  We will go over the Required metrics in this class. You will work with your Business Segment Director to determine any additional metrics they may want to see, or as you go through transformation, additional classes will be held to demonstrate how to report additional metrics in the Project Review. 5

Eclipse  Eclipse is an online tool used to support agency transparency by providing descriptions and procedures to role, discipline and work products involved with various project lifecycles.  Eclipse will be a place you can go to view documentation, and it can assist you by providing appropriate guidance (templates, reusable assets, etc. for specific tasks and/or work products).  You can access Eclipse at: 6

Step 1: Create a Folder Structure for the Project Review Process  In order to create the Monthly Review Packet, you need some working space.  Create this working space somewhere on your network that you will use each month.  Folders that you will need:  Monthly Review Process- High Level Folder  YYYY Monthly Review Source Files- High Level Folder  YYYMM Project Review Source Files- Content Folder 7 Sample Folder Structure:

PURPOSE: Setup your folder structure for storing your files for the labs. For training purposes, we will create working folders on the desktop and we will delete them once training has concluded. 1.Create a folder structure on your desktop for your Project Review Documentation. A.Go to My Computer  Desktop  New Folder B.Title it “Monthly Review Process”. C.Open your Folder D.Within that folder, create another folder, and title it “2013 Review Source Files” E.Within that folder, create another folder, and title it “ Source Files” It is within these subfolders that you will save your documentation for you Project Review. (The snapshot, scorecard, status reports, milestone plans, and any other elements that need to be included). 8 Lab 1: Create Working Folders

Step 2: Create Cover and Agenda Pages  For the Packet, Create a Cover Page.  that includes the Project Review title, the meeting date, and the next scheduled meeting date.  Create an Agenda Page  This page should outline the contents of the Project Review 9

Lab 2: Create a PowerPoint Presentation 1.Access Eclipse: 2.Go to Work Products  Portfolio Management  Project Review Packet 3.Under the Illustrations section, select the Project Review Packet Template, then open the Project Review Template.pptx under the Attached files. This template will provide you with your basic template for the project review. 4.Update the [Agency] with your agency name. 5.Update both the dates [Date] with a Date (any date will do). 6.Save the presentation in the lowest level folder that you just created in Lab 1. Name it : “ [agency name] Review Draft” 10

Print Screen and Cropping VIDEO 11

Step 3: Create Performance Metrics  Agency dashboards are used to create Performance Metrics for the Project Review Packet.  These metrics are found on the State CIO Public website and are copied to your presentation.  These metrics measure service and operation levels for projects.  For this class, we will use an agency that has already reported their metrics, but you would use your own agency, once you have been added to the dashboard. 12

Agency Dashboard Example: 13 Business Application Services Change Requests on Time: This shows the software enhancements requests that were Completed as planned for the month. You will not begin reporting This until you either go through transformation or begin using the PPM tool to track your Software Enhancements. Business Application Services Projects on Time and On Budget: This shows the projects that were for the month and their health for Budget and Schedule. This one is a mandatory section, and you will begin Reporting it after you have submitted data to the Business Intelligence group. There will be additional Steps and labs to show you how to get this data loaded into the dashboard.

Lab 3: Create Project Service Level Slide PURPOSE: Create the Project/Enhancement Service Level Dashboard Slide In this lab you will learn how to create the Project/Enhancement Service Level slide. Below is and example of what your slide should like when you are finished. 14

Lab 3: Create Agency Dashboard…continued 1.To Create Service Level Dashboards of performance metrics, go to the CIO website. 2.Select the Project/Enhancement Service Level Dashboard Link; it can be found under Online Tools/Services 15

Lab 3: Create Agency Dashboard…continued 3.Navigate to the Business Segment and Agency dropdowns, and select the appropriate segment and agency. For training, select Education for the Business Segment – then select APPLY – this will filter for only Education Agencies, then select Education Department – then select APPLY. 4.Take a screen shot of the dashboard title, index, segment and agency for the top of your metrics slide. a)It may take two screen shots (depending on your screen resolution size) to get the data into your presentation. 16

Lab 3: Create Agency Dashboard…continued 5.To take a screen shot: a)place the scroll bar all the way to the top of the screen, make sure you can see the title, segment, agency and definitions. b)Select SHIFT and PRTSCRN (in your upper right hand corner of the keyboard). c)Go to your presentation page titled: Project/Enhancement Service Levels d)Right click and select Paste 6.You will now need to crop this image to fit on the page and look good. To crop: a)Double click on the image, it will open the format tab. b)Select the CROP button 17

Lab 3: Create Agency Dashboard…continued c)Select the black corner lines on your image d)Drag it and position it just above the title e)Do this for all four corners and the top, bottom and sides of your image to crop it. f)It will probably be too wide, as well. You will need to click off the image (to get it out of crop mode) and click on it again to resize it. g)Click on the corner or sides to resize the image to fit on the width of the page and move it to the top. Example of cropped image: 18

Lab 3: Create Agency Dashboard…continued 7.If you were not able to get the entire set of information in one screen shot, use the same method as above. And, take a screen shot of the part of the screen with the metrics in it, crop it, size it and place it in the middle of the slide. 8. Refer to the first page of the lab for what your finished product should look like. 9.Save your presentation file. *Note: You are done for lab purposes, but there is also a Support Services Level Dashboard you will need to include in your packet by following the steps outlined above. However, this time you will select the Support Services Level Dashboard link. 19

20

Step 4: Export the Closed Projects List  For the Project Review, there will need to be a list that includes the agency’s closed projects.  The first step to creating that list is exporting the closed project list from the tool.  Then, it needs to be formatted and added to the presentation. 21

22 Lab 4: Create Closed Project List PURPOSE: To create the Closed Project List Slide. Below is and example of what the Closed Project Slide will look like when you are finished. Projects Completed CY2013 Project No Project NameSchedule Health at Close Actual Complete Date Cost HealthProject Manager 34069Emp. Benefits Division- VM WareGreen17-July-2013Green Glenda Drennan 33524Process- Open Records ISD ProcurementGreen16-July-2013Green Glenda Drennan 30491Grants Provisioning - Commerce RolloutRed28-Jun-13GreenLisa McKeithan; Jessica Vinson 32513ISD Procurement Performance MetricsGreen28-Jun-13GreenGlenda Drennan 32900ITSW 1028 Fujitsu WSCAGreen24-Jun-13GreenGlenda Drennan 33114ITSW 1025 IT Staffing & Advisory ServiceGreen18-Jun-13GreenGlenda Drennan 33842ODOT Video Editing System SolutionGreen14-Jun-13GreenGlenda Drennan 32882Employee Performance TrackingGreen31-May-13GreenHanh Minson 32612ITSW 1026 WSCA LenovoRed30-May-13YellowGlenda Drennan 33671Manage Engine Service Desk Plus RFPGreen21-May-13GreenGlenda Drennan 33363Manager Self Service Rollout - Aeronautics Commission Green3-May-13GreenHanh Minson 31071Contracts & Change Request ModuleGreen1-May-13GreenAlana Owen; Ronney Maxwell 33586SDE CAS Contract ConsolidationGreen1-May-13Green 33588SDE Scantron Contract ConsolidationGreen1-May-13Green

23 Lab 4: Create Closed Project List…continued 1. Login to the PPM Tool: a)Navigate to the CIO website: b)Go to the Project Portfolio Management (PPM) Center linkProject Portfolio Management (PPM) Center c)Enter your User ID & Password

24 Open Excel  Excel Options  2.For many of the tables in the presentation, you will need to format Excel spreadsheets, Macros have been created for you to aid you in this effort. You will need to enable Macros in Excel prior to using Excel. a) To enable macros in Excel: Open Excel  Excel Options  Trust Center  Trust Center Settings  Macro Settings  Make sure that Enable all macros is selected. (See detailed steps on the following pages) Lab 4: Create Closed Project List….continued Click OR Click

25 Trust Center  Lab 4: Create Closed Project List….continued Click

26 Trust Center Settings  Lab 4: Create Closed Project List…..continued

27 Macro Settings  *Make sure Enable all macros is selected. Lab 4: Create Closed Project List…continued Click

Lab 4: Create Closed Project List..continued 3.Go back to the PPM Tool. 4. Navigate to the State Department of Education Dashboard: Dashboard  Shared  Education Agencies  State Department of Education (IF your agency has data, you may use your agency for this lab, or you can use the Education agency to assure you have data for the exercises)  This is where you will pull the data for the closed projects, projects in execution, snapshots, scorecards, milestones and status reports. 28

5. Export the Closed Projects list a)Open your agency’s dashboard b)Navigate to the Projects Completed Portlet and select the Export to Excel link. If you are having trouble getting the excel to open, try holding down the Ctrl key and selecting the link. c)Click Save in the dialogue box  Within your folder structure in on the desktop:  Save the file as: Closed Projects as an Excel Macro-Enabled Workbook Lab 4: Create Closed Project List….continued 29

6. Now, that the Closed Projects List has been exported, some modifications need to be made. In order to make changes to the file the Macro Workbook needs to be opened. a)To open the Macro Workbook, you will have to access Eclipse:  The Macro Workbook is attached under Work Products  Portfolio Management  Project Review Packet  Under the Illustrations tab go to Reusable Assets  select the Macro Workbook link  Under the Description tab select the Project Review Packet Macro and Schedule Health Formula Workbook  Open the Macro workbook, Enable Editing (if required) and then minimize the Excel session. b)Navigate to the saved Closed Projects Excel file. 7.Now that the Closed Projects List has been exported, saved as a Macro enabled workbook, and the Macro Workbook is open, it is time to format it so it will look nice in the presentation. 30

8.Run the Macros (the Workbook should be minimized from earlier). a)Click the Macros group in the ribbon (upper right). If it is not present, select the View tab. b)Select View Macros from the list. c)Run the two macros created for the Closed List to reformat the exported file. d)Save after each macro is executed. PPM_Closed_List_Conditional_Formatting_Color_Cell PPM_Closed_List_Format_Cells *These macros need to be ran in this order. 9.The last line of the report will have the date and time the export occurred in column A, you can delete this line. 31

10.Copy and paste the cells into the PowerPoint presentation. a)Highlight all the cells in the excel spreadsheet. b)Right Click  Select Copy c)Go to your PowerPoint Presentation  to the Project Completed page  Go to Paste  Paste Special  Select Picture (Enhanced MetaFile)  Select OK  Reposition and Resize to fit the page d)Refer back to first page of the lab for an example of a finished slide. e)Save your presentation file. f)Close the Closed Excel Spreadsheet. 32

Step 5: Create the Projects in Execution Page 33  Every month the status of projects in Execution should be reported. The tool’s Projects in Execution portlet displays a Gantt Chart that captures the current status of projects in execution, and you can use that portlet to report execution data in your monthly review meeting and packet.

Lab 5: Create the Projects in Execution 34 PURPOSE: To create the Projects in Execution Slide. Below is and example of what the Projects in Execution Slide will look like when you are finished.

Lab 5: Create the Projects in Execution….continued 1.Navigate to the primary Dashboard for your Agency: Dashboards  Your Agency Program Dashboard or the State Department of Education Dashboard 2.Select the Export to PDF button in the upper right corner of the page. 3.Under the Choose Portlets Section, select the Projects in Execution box: (Make sure all the other boxes are unchecked.) 4.Under Paper, Orientation Select Landscape And Fit to Page in scale 5.Select Export. 35

6. Using the Alt + PrtScn Function (Refer to Lab 3 for detail instructions), copy and paste the Projects in Execution exported file into your PowerPoint presentation. Adjust and expand the image as needed to fit the slide. 7. Refer back to first page of the lab for an example of a finished slide. 36 Lab 5: Create the Projects in Execution….continued

Step 6: Projects Waiting Approval and Project List 37  The agency’s dashboard is used to create a Snapshot of Project Plans Waiting for Approval, Projects Ready for Governance Board, and the Project List. This Snapshot allows you to account for projects that are not Complete or in Execution.

Lab 6: Create the Project List & Approval List 38 PURPOSE: To create the Projects Waiting Approval and the Project List Slides Below is and example of what the Project Plans Waiting for Approval and Projects Ready for Governance Board Review parts of the Snapshot will look like when you are finished.

39 Below is and example of what the Project List part of the Snapshot will look like when you are finished. Lab 6: Create the Project List & Approval List…continued

1. Navigate to the primary Dashboard for your Agency: Dashboards  Your Agency Program Dashboard 2. Select the Export to PDF button in the upper right corner of the page, 3. Check the: Project Plans Waiting for Approval and the Projects Ready for Governance Board Review boxes in the PDF Settings dialogue box, make sure all the other portlets are unchecked. Under Paper make sure Orientation is set to Landscape and Fit to Page is selected 4. Select the Export button. 5. Maximize the screen to fit your entire screen. 5. Using the Alt + PrtScn Function (Refer to Lab 3 for detail instructions), copy and paste the Project Plans Waiting for Approval and Projects Ready for Governance Board Approval exported file into your PowerPoint presentation. Adjust and expanded the image to fit the slide. 40 Lab 6: Create the Project List & Approval List…continued

6. To get the agency’s Project List; a)Go to the Project List Portlet b)Click the Export to Excel + Ctrl c)Select all the Cells of data in the Excel Spreadsheet d)Right Click, Select Copy e)Go Back to your PowerPoint, to the Project List Page f)Go to Paste  Paste Special; Select Picture (Enhanced Metafile) g)Resize the picture to fit on the slide; you can delete the header if you want. 7.Refer back to first page of the lab for an example of a finished slide. 8.Save your presentation file. 9.Save the Project List Spreadsheet as “ Project List” and close. 41 Lab 6: Create the Project List & Approval List…continued

Step 7: Projects Milestone Plans 42  Milestone plans are required when a project goes from: Initiation  Planning (+/- 50%) OR Planning  Execution (+/- 10%)  If you have any projects on your Project Plans Waiting for Approval portlet in one of the following statuses: High Level Business Case Ready for Approval or Waiting for Detail Plan Approval, you will need to create a Milestone Slide for each of the projects.  Some agencies will not use milestone plans during their project reviews, but during their Governance Board meetings. You will need to work with your Business Segment Director to determine if to include milestone plans in your project reviews.

43

Lab 7: Projects Milestone Plans 44 Purpose: To create a milestone plan for a project review. For this lab, we will all create the same Milestone Plan. 1.Within the PPM Tool, open project ID: Select the Export to PDF Link in the upper left hand corner.

Lab 7: Projects Milestone Plans…continued 45 3.Under the Display, select Display header 4.Under Choose Portlets; select the Work Plan and Milestone Summary boxes. Make sure all others are unchecked. Make sure you change the Display Title to: Statewide PPM Tool Rollout 5.Under Paper; select Landscape for Orientation. 6. Under Scale, select fit to page 7. Select Export 8. Maximize the PDF. 9. Using the same print screen and crop method we have been using in this class, put the first part of the Milestone plan into your presentation on the Milestone plans page, you can delete the header on this page.

Lab 7: Project Milestone Plans…continued Go back to the PPM Tool, on the Project Summary Tab, scroll down to the bottom; within the Project Cost Section, click on the View Financial Summary Button. 11.Scroll down to the bottom of the financial summary, click on the following hyperlinks 5 Detail Lines, Forecast and Actuals and Quarters (see picture below)

Lab 7: Project Milestone Plans…continued Using the same print screen and crop method we have been using in this class, Crop the financial information to look like the below, and place it at the bottom of the Milestone Plan in your presentation. Refer back to the example. 13.Save your PowerPoint presentation.

48

Step 8: Create the Scorecard  The Scorecards allow for review of projects in various statuses from Initiation through Requesting Closure. To create the Scorecard, it must first be exported and formatted from the tool. 49

Scorecard Project No Project Name Project Manager Project Phase Current Schedule Health Original Planned Begin Period Original Planned Finish Period Planned Finish Period Current Cost Health Total Forecast Cost Estimated to Complete Most Recent User Note 34319Grants Provisioning- TSET Rollout Jessica Vinson InitiationNoneAugust 2013 None 34318Grants Provisioning- Aeronautics Commission Jessica Vinson InitiationNone August 2013 None 32266Grants - OCAST Health Research Program Jessica Vinson ExecutionGreenDecemb er 2012 September 2013 Green$35,900$26,536Agency is testing few remaining tasks to test and confirm. Added by: Jessica Vinson on: 07/15/ Grants Provisioning - DPS Okla Highway State Safety Office Jessica Vinson ExecutionGreenMay 2012 October 2014 Green$253,275$183,268Contracts are under development Added by: Jessica Vinson on: 07/15/

Lab 8: Create the Scorecard 1. From your Agency dashboard, scroll down to the Scorecard portlet. 2. Select the Export to Excel link while holding the Ctrl key. 3. Select Save in the dialogue box. Save the file as: YYYYMM [Agency name] Exported Scorecard as an Excel Macro-Enabled Workbook 51

Lab 8: Create the Scorecard….continued 4. In the next dialogue box, select Open. 5. In the following box, select Yes. 52

53 Lab 8: Create the Scorecard….continued Example of Formatted Program Scorecard: Example of Exported Program Scorecard open in Excel: Scorecard Project No Project Name Project Manager Project Phase Current Schedule Health Original Planned Begin Period Original Planned Finish Period Planned Finish Period Current Cost Health Total Forecast Cost Estimated to Complete Most Recent User Note Workstation Refresh FY14 Larry HicksInitiationGreen July 2014Green Exported on: Thursday, August 15, :01:31 PM CDT Scorecard Project No Project NameProject Manager Project Phase Current Schedule Health Original Planned Begin Period Original Planned Finish Period Planned Finish Period Current Cost Health Total Forecast Cost Estimated to Complete Most Recent User Note 35004Workstation Refresh FY14 Larry HicksInitiationNoneJuly 2014 None

7. Before you start this section, make sure you have Macros enabled in Excel. ( They should be from your Closed Project List)  If not: Open Excel  Excel Options  Trust Center  Trust Center Settings  Macro Settings  Make sure that Enable all macros is selected. 8. If you no longer have the Macro Workbook open, open and minimize it. 9. Navigate to the View tab in the Exported Scorecard: 54 Lab 8: Create the Scorecard….continued

10.Click the Macros group in the ribbon (upper right). (It is on the View Tab) 11.Select View Macros from the list. 12.Run the two macros for the Scorecard to reformat the exported file. Save after each macro is executed: PPM_Scorecard_Format_Cells PPM_Scorecard_Conditional_Formatting_Color_Cells 13.Copy and paste the newly formatted Scorecard file into your PowerPoint presentation on the Scorecard Slide. Use the same method as in Lab 3 where you copy and paste the excel file as a picture. Depending on the number of projects and the size of your notes, you may need to do multiple copy and pastes and make multiple pages. Adjust and expand the image to get it to fit the slide. If you want you can delete the Slide title bar. 14.Save your PowerPoint presentation 55 Lab 8: Create the Scorecard….continued

Step 9: Executive Issues  Executive Issues may arise at any time on a project. It is important to attach any Executive Issues to the Monthly Review Packet so that they may be addressed at the Project Review Meeting.  If you have Risk or Scope Change Portlet, you may also create a page for each of these if your agency wants them in the review. 56

Lab 9: Create the Executive Issue Slide 57 PURPOSE: To create the Executive Issue Slide. Below is and example of what the Executive Issue Slide will look like when you are finished.

Lab 9: Create the Executive Issue Slide….continued 1.Navigate to the primary Dashboard for your Agency: Dashboards  Your Agency Program Dashboard 2.Scroll down to the bottom of the page, where you will find the Project Risk, Issue, and Scope Changes. 3.If there are any, select the Export to Excel link. (Again, while holding the Ctrl key). 4. Click Yes in the dialogue box. 5. Run the PPM_Issue_Format_Cells Macro. 6. Copy and paste the newly formatted list into your PowerPoint presentation using the past special function as in Lab 3. Adjust and expand the image to get it to fit the slide. 7.Save your excel file name it: Executive Issues. Close it. 8.Save your PowerPoint Presentation. 58

Draft Packet  Each agency will develop their own process for reviewing draft and final packets. Example:  OMES does a draft packet for internal management the week before the final packet is created and holds a prep meeting to review it.  The last week of the month they re- create the packet in final form to review with the customer. 59

Step 10: Uploading the Completed Monthly Packet to the PPM Tool  Each month, after your Project Review Meeting upload the final PowerPoint presentation to the PPM Tool for your agency. 60

Lab 10: Uploading Final Project Review Packet Purpose: Uploading the Final Project Review Packet into the PPM Tool 1.Login to the PPM Tool 2.Go to Dashboard  Shared  Project Review Packets 3.Go to the portlet on that dashboard titled: Agency Monthly Project Packet Reviews 4.Select the Project with your agency name 5.Scroll down to References, Add the Project Packet PowerPoint as an attachment; Name it: YYYYMM [Agency Name] Project Review Example: SDE Project Review Click on the Save Button to save the project 6.Since we won’t want this in the production environment, go back into the attachment and delete it. a)Scroll down to the reference section, Click the on the Details Button next to the document b)Click the Delete Button c)Click the Save Button to save the project 7.Clean up your desktop, but deleting all the folders and files you created for this class. 61

What’s Next  Once you have become more comfortable with the tool and the Monthly Packet Review Process you may want to create more detailed presentations.  The PMO will offer Advanced Classes that will include training on:  Service Level Details  Resource Utilization Metrics 62

Conclusion  You should now have a Project Review Packet Example to keep and use for reference.  Please take the time to delete any files that you have saved to your desktop for the purposes of this training.  Please feel free to contact the PMO if you have any future questions.  Thank you, we hope you enjoyed the training. 63