Unpublished Work © 2003 Treb Gatte Program Management Using MS Project Server Treb Gatte Wachovia Corporation Permission granted to MPUG-Charlotte for distribution

Unpublished Work © 2003 Treb Gatte Agenda Program Management / Portfolio Management What type of views can you develop? Examples  RYG Project Center view  Headcount commitment by month - Portfolio Analyzer view

Unpublished Work © 2003 Treb Gatte Program Management / Portfolio Management Program Management  Group of projects managed in a coordinated way to obtain benefits not available by managing them individually. Portfolio Management  Selection and support of projects or program investments

Unpublished Work © 2003 Treb Gatte Available Types of Views Date centric – Baseline – Actual – Variance  Useful for mature Project organization Red, Yellow, Green indicators  Determine quickly which projects need attention Portfolio Analyzer graphical views  Aggregate information for advanced planning Other views are possible Add on products – Dashboards, etc.

Unpublished Work © 2003 Treb Gatte Red, Yellow, Green Indicators Benefits  Easy to spot project problems  Can be driven by date or other data  Common information for disparate projects Decision Points  Standard definitions of what constitutes Red, Yellow and Green statuses  Automatic calculation versus Manual setting  Minimum update schedule for data consistency

Unpublished Work © 2003 Treb Gatte Wow, they are all green!

Unpublished Work © 2003 Treb Gatte RYG Setup 1 3.Select Text 4.Select Value List 5.Define Values 1.Open Enterprise Global 2.Select Project

Unpublished Work © 2003 Treb Gatte RYG Setup 2 6.Enter Values 7.Restrict to list 8.Select OK

Unpublished Work © 2003 Treb Gatte RYG Setup 3 9.Select Graphical Indicators 10.Define Values

Unpublished Work © 2003 Treb Gatte RYG Setup 4 11.Set Conditions and Indicator 12.Select if you wish value to show 13.Select OK

Unpublished Work © 2003 Treb Gatte RYG Setup 5 14.Select OK 15.Save Enterprise Global

Unpublished Work © 2003 Treb Gatte Headcount Commitment by Month Benefits  Good way to roughly predict resource over/under allocations  Doesn’t require detailed plans or extensive skills Utilizes Estimated Data – Low Precision of Data  Decide your commitment resource boundary for long term projects  For example, you will commit 80% of staffing level so that the remaining can handle normal variance  Refine your commitment boundary up or down over time Work estimate is only valid for month breakdown

Unpublished Work © 2003 Treb Gatte What is Needed Process  Decision point on when projects enter system Tool  Future Planning Project Template  Project Status Custom Enterprise Outline Code Proposed Active Canceled Closed  Generic Headcount generic resource  Organization Custom Enterprise Outline Code

Unpublished Work © 2003 Treb Gatte Problem Scenario Executive Need  Manages organization of 200 people  Willing to commit 75% resource capacity for future projects  Needs to understand current estimate of resource commitment for 2004 for budget and schedule negotiation Organization manages commitment calendar (pipeline) in MS Project Server  Skeleton templates used to denote initial estimates  Work assigned to Generic Headcount  Use Number of people X %Unit allocation to set estimated resource level Example – 10 people X 100% allocation would be entered as Generic 1000% allocation

Unpublished Work © 2003 Treb Gatte Executive can see they have an issue in first 4 months of 2004 based on pipeline data

Unpublished Work © 2003 Treb Gatte Next Steps The executive can investigate the pivot table details to determine the driver of the overage The information can be used to negotiate schedule and budget adjustments. This view can keep organization from over committing its capacity

Unpublished Work © 2003 Treb Gatte Creation Steps Project Status  Drop Project Status in Filter Field area  Right click on dropped field,  Select Commands and Options  Select Captions tab, change Select Caption to Fieldset  Change caption to Project Status  Preset the values as needed Organization  Drop Organization on Row area  Expand the levels as needed  Right click on each level, turn off subtotals  Select Commands and Options  Select Captions tab, change Select Caption to Field  Change caption to Organization  You can also drop Project Name after Organization so that you drill down to the Project level Time  Expand the Time field hierarchy in the Field list  Drop Months in the Column field  Drop Years in the Colum Field  Preset year values as needed Person Months of Work  From the toolbar, select Create Calculated Total  Enter Calculation Name and calculation of [Measures].[Work]/174  Select Captions tab, change Select Caption to Field  Change caption to Person-Months  Select the Format Tab  Under Text format, number, highlight the value from General and type in ###,###,###.0 Save and you are done

Unpublished Work © 2003 Treb Gatte Drop Project Status Here Drop Organization and Project name Here Drop Month and Year Here Create Calculated Total button Available Field Button Set to Vertical Bar Style

Unpublished Work © 2003 Treb Gatte Summary There is a lot of data in Project Server Challenge is to create & deliver information Start with small number of specific questions Where to Start Tips  Project centric need – start with Project Center  Aggregate across projects need – Portfolio Analyzer

Unpublished Work © 2003 Treb Gatte Contact Information Treb Gatte VP, IT Project Manager