MS Project Post Implementation Analysis John Sage Aegon AIT - PMO Project Manager

Aegon - Background “Biggest Company Nobody Has Heard Of”  Based in The Hague, Netherlands  Life Insurance, Annuities, Pension Management  23,000 employees worldwide  Growth through acquisition – Transamerica, Providian, JC Penney (Insurance)  Aegon, USA – 10,000 employees  US Sites – Cedar Rapids/IA, Louisville/KY, St. Petersburg/FL, Los Angeles / CA, Kansas City / MO, Atlanta / GA, Plano / TX, Charlotte / NC, Purchase / NY, Baltimore / MD  Information Technology Staff employees

AIT – PMO Background AIT PMO approved in 2001 Critical first step was developing our project process methodology based on PMI’s PMBOK and tailored to Aegon culture. (January - June 2002) MS Project was the de-facto standard for a PM tool. (98 & 2000) Aegon, USA owned about 2,000 licenses Aegon, USA was moving from a more autonomous regional site structure to a centralized IT functionality with distributed team members A centralized project database was created to support some very basic portfolio functionality inclusive of reporting. This was developed with MS Access As the PMO and the PM processes quickly matured to the next level the MS Access database no longer served the need

MS Project Decision Factors driving decision on a Portfolio Management Tool decision: –Existing de-facto standard was MS Project & meant possible easier implementation –Heavy investment in MS Project –Microsoft upgrade incentive was a huge potential savings –New features met key shopping list items: Easy access from multiple locations Adequate security by roles & responsibilities Repository for project related documents & issues Ease of use, especially by project team members Portfolio analysis tool was needed Reporting - “Ad Hoc” & “What If” support

Got PM Process? Develop PM process first. Use tool to reinforce the process.

Show Me the Digits Total Project Server Accounts Administrators - 4 Executives - 38 Project Managers - 75 Project Team Members - 283

Current Project Portfolio Total Current Projects = 67

Top 10 Reasons To Use MS Central Project Repository (Enterprise Collaboration) 2. Project Web Sites 3. Utilizes Existing Windows Authentication 4. Web Enabled 5. Enterprise Resource Pool 6. Scheduled Status Reports 7. Custom Enterprise Fields 8. Exchange Interface (Task assignments, overdue notification, status reports, changes, etc.) 9. Project Guide 10. Project Analyzer / Project Modeler

Central Project Repository - 1

Project Web Sites - 2

Utilizes Existing Windows Authentication - 3

Web Enabled - 4 Project Web Site Project Web Access (Home Page) ver/home/homepage.asp?loading=1

Enterprise Resource Pool - 5

Status Report – 6-1

Status Report – 6-2

Status Report – 6-3

Custom Enterprise Fields - 7

Exchange Interface - 8 Please update your status on the tasks listed below. Thank you. Project: XP-LA Assign to: Sage John Task Name: Contact and train project team on PWA Start: 4/1/03 Finish: 4/3/03 Work: 16h Rem Work: 0h To view and respond to the changes, please connect to your Microsoft Project Web Access timesheet at AllTasks=1&FilterBy=9&GanttView=0. AllTasks=1&FilterBy=9&GanttView=0 To turn off these notifications, please connect to cations.asp and clear the check box for task notifications. cations.asp Microsoft Project Server

Project Guide - 9

Project Analyzer - 10

Project Modeler - 10

Issues WAN performance for MS Project 2002 Professional requires Terminal Server or Citrix for adequate throughput (Project Managers) Keyword search of project documents not working More document management features like version control

Next Steps Customize Project Guide Implementation in non IT areas Analysis and testing of next release

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