Using Special Features to Solve Projects Robert Posener

Why Site Standards Are Important Robert Posener Robert Posener DP Project Management Pty Ltd DP Project Management Pty Ltd

Purpose Of Presentation To give you some tips, tricks, hints and ideas on how you can more effectively use Microsoft Project software to manage your activities To give you some tips, tricks, hints and ideas on how you can more effectively use Microsoft Project software to manage your activities

Scene Setting I expect you to be an experienced Project Manager I expect you to be an experienced Project Manager Microsoft Project is just a tool – Its not "THE" solution to all project management problems Microsoft Project is just a tool – Its not "THE" solution to all project management problems Microsoft Project software usage is very minor in the scheme of a Project Manager's life Microsoft Project software usage is very minor in the scheme of a Project Manager's life People (staff and Client) management is far more important People (staff and Client) management is far more important

The Need For Standards Project management software is different to word processing and spreadsheet software Project management software is different to word processing and spreadsheet software Resource names need to be consistent Resource names need to be consistent Cost rates need to be standardised Cost rates need to be standardised Calendar details need to be synchronised Calendar details need to be synchronised Reporting formats and symbology needs to be consistent Reporting formats and symbology needs to be consistent Task names need standards Task names need standards Task field names need standards Task field names need standards

Reporting Requirements The following will vary depending upon report recipient: The following will vary depending upon report recipient: Report Layout Report Layout Report Content Report Content Report Detail Report Detail

Stakeholder Analysis Above you: Above you: Sponsor or Customer Sponsor or Customer Your manager Your manager Typical Result: less detail Typical Result: less detail Below you: Below you: Project team member Project team member Subcontractor, vendor, supplier Subcontractor, vendor, supplier Typical Result: more detail Typical Result: more detail

Sponsor’s Reporting Sponsor Sponsor’s Table Sponsor’s Filter Sponsor’s View

Subcontractor’s Reporting Subcontractor Subcontractor’s Table Subcontractor’s Filter Subcontractor’s View

Team Member’s Reporting Team Member Team Member’s Table Team Member’s Filter Team Member’s View

Filtering Keyword Field (Text 11) Hide Hide Contingency Contingency Cost Cost Holiday Holiday Delay Delay Deliverable Deliverable

A Site Standards Schedule Should Contain... Filters Filters Forms and Tables (layouts and symbology) Forms and Tables (layouts and symbology) Master calendar Master calendar Holidays (all types) Holidays (all types) Resource names Resource names Resource costs Resource costs Column names, widths, etc Column names, widths, etc Debugging tools Debugging tools

More Contents Views Views Reports Reports Reporting standards for each: Reporting standards for each: Project meeting type Project meeting type Project report recipient Project report recipient Task duration Task duration

How Do You Do It? Establish a special schedule file (SiteStds.MPP) Establish a special schedule file (SiteStds.MPP) At the start of a project, use Organiser to copy all of the standard objects into your own schedule file At the start of a project, use Organiser to copy all of the standard objects into your own schedule file All Site Standards have a name beginning with “SS” All Site Standards have a name beginning with “SS” Encourage others to contribute to SiteStds.MPP Encourage others to contribute to SiteStds.MPP

Template Project Schedules "One" for each standard project type "One" for each standard project type Contains all possible tasks Contains all possible tasks Iterative process to get correct Iterative process to get correct Generic resource names Generic resource names Easy to copy and tailor Easy to copy and tailor Can form part of your "Quality Manual" Can form part of your "Quality Manual"

The Project Management Software Steward Inspired person Inspired person Collects suggestions for improvements Collects suggestions for improvements Manages site standards schedule Manages site standards schedule Manages template project schedules Manages template project schedules May consult on project management software usage May consult on project management software usage Not full-time Not full-time Not a techie from computer department - a "user" Not a techie from computer department - a "user"

Answers Price List RRP Answers Answers$0.75 (Requiring Thought) $1.25 Answers Answers (Correct)$2.15 Dumb Dumb Looks Free