1. Get the Best out of Your Project Investment – Using Microsoft Project Ricky Ip Program Planning Professionals Asia Pacific Region November 17, 1999 This presentation will probably involve audience discussion, which will create action items. Use PowerPoint to keep track of these action items during your presentation In Slide Show, click on the right mouse button Select “Meeting Minder” Select the “Action Items” tab Type in action items as they come up Click OK to dismiss this box This will automatically create an Action Item slide at the end of your presentation with your points entered.

2. program planning professionals - shaping the future of program management Agenda Introduction Project and Its Management Project Management – An Indispensable Discipline? Positioning Project Management The Tool for A Tool Microsoft Project As A Tool Applications

3. program planning professionals - shaping the future of program management Introduction Get the Best out of Your Project Investment – Using Microsoft Project

4. program planning professionals - shaping the future of program management Introduction Get the Best out of Your Project Investment – Using Microsoft Project

5. program planning professionals - shaping the future of program management Introduction A Project Is An Investment of Resources, i.e., Time Cost Manpower

6. program planning professionals - shaping the future of program management Project and Its Management What is a project? A project is a unique, non-repetitive and dynamic set of activities, designed to achieve innovation, metamorphosis or the introduction of something new, or to resolve a problem (Wilson-Murray, R., 1997)

7. program planning professionals - shaping the future of program management Project and Its Management Characteristics of Project Specific Objectives Finite Uniqueness Limits on Resources Life Cycle

8. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success

9. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success CHAOS

10. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success C H A O S

11. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success Communications H A O S

12. program planning professionals - shaping the future of program management Project and Its Management

13. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success Communications Humanity A O S

14. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success Communications Humanity Allocation O S

15. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success Communications Humanity Allocation Observation S

16. program planning professionals - shaping the future of program management Project and Its Management Elements That Contribute Project Success Communications Humanity Allocation Observation Standard

17. program planning professionals - shaping the future of program management Project and Its Management What is Project Management? Project Management is a specialized branch of management which has evolved in order to coordinate and control some of the complex activities of modern industry (Lock, D., 1990)

18. program planning professionals - shaping the future of program management Project and Its Management Project Management Is A Tool to: Avoid Abortive Work Provide Framework to Implement Quality Control Check Points / Audit Generate More Focused Work Plan Reduce Overlap of Duties Reflect Actual Progress Identify Risks and Changes

19. program planning professionals - shaping the future of program management Project and Its Management The Return Is: Improvement on Control Better Customer Relationship Shorter Development Time Lower Cost Higher Quality and Reliability Higher Profit Margin

20. program planning professionals - shaping the future of program management Project and Its Management The Return Is: (Cont’d) Sharper Orientation Towards Results Better Interdepartmental Coordination Higher Morale (Dave, E.W., 1974)

21. program planning professionals - shaping the future of program management Indispensable Discipline? World Economy Growth Brought to Earth A Number of Business Opportunities However, the Bloom Has Also Created A Selection Force, i.e. Competition

22. program planning professionals - shaping the future of program management Indispensable Discipline? To Strive for Success in A World of Competition, Business Entities Need to Accomplish the Follows: Identify, Control and Reduce Cost Reduce Time-To-Market Increase Productivity Cut Response Time to Customers

23. program planning professionals - shaping the future of program management Positioning Project Management Is A Very Strange Discipline. It Can Be Classified As: An Art A Science A Technology A Strategic Tool

24. program planning professionals - shaping the future of program management The Tool for A Tool Complexity has driven the need for computerized system No absolute solution and may change with time; Depends on project Organizational cultural Resources Existing situation

25. program planning professionals - shaping the future of program management The Tool for A Tool Selection of A Tool Operational Criteria Scheduling activities Budgeting, cost estimation and cash flow Resources Project structure

26. program planning professionals - shaping the future of program management The Tool for A Tool Selection of A Tool (Cont’d) Operational Criteria Configuration management Project control Reporting General system characteristics

27. program planning professionals - shaping the future of program management The Tool for A Tool Selection of A Tool Life Cycle Cost Related Criteria Purchase cost Cost of hardware, facilities and so on Estimated cost of operation and maintenance Expected service life Cost of updating and new version Estimated value at phase out time

28. program planning professionals - shaping the future of program management The Tool for A Tool Sample Evaluation Result

29. program planning professionals - shaping the future of program management Microsoft Project As A Tool Microsoft Project 98 Fifth Windows-Based Release Over 2 Million Users Worldwide Built Up by Enormous Research and Development Efforts Focused on the Entire Spectrum of Planners Type of Users Ranges from Novice Planners to Expert Project Management Professionals

30. program planning professionals - shaping the future of program management Microsoft Project As A Tool Three Types of Users Novice Users Draws with Project Not a graphic tool Generate professional look graphics Plan cannot be used because of the lack of precedence between poorly defined tasks

31. program planning professionals - shaping the future of program management Microsoft Project As A Tool Three Types of Users Average Users Plans with Project Generate average plans with precedence Re-scheduling possible Progress update Resources and costs tracked by Separate utilities, e.g. Excel, Access, etc.

32. program planning professionals - shaping the future of program management Microsoft Project As A Tool Expert Users Tracks with Project Detailed Plans Up to A Certain Complexity Tasks Have Precedence Resources and Costs Used Workgroup Capability Actual Work Done Recorded

33. program planning professionals - shaping the future of program management Microsoft Project As A Tool Design Goals Give Users More Control Over Their Project plans Improve Project Communications to Keep Everyone Informed and Involved Make Microsoft 98 A Natural extension of Microsoft Office 97 Provide Powerful Tools to Build Customized Planning Solutions

34. program planning professionals - shaping the future of program management Applications Use of Project in Supplier Business Contingency Planning The Problem Over a hundred suppliers Each with different lead-times and shipment period Cannot identify high risk supplier Need to know the drop-dead day for ordering extra inventory from Suppliers

35. program planning professionals - shaping the future of program management Applications Use of Project in Supplier Business Contingency Planning The Solution Build up Microsoft Project plan to simulate the scenario Uses precedence relationship to simulate scenario of air, sea and land transportation Got rough idea on how to arrange cash flow

36. program planning professionals - shaping the future of program management Applications Use of Project in Resource Management for Small-To-Medium Sized Enterprises (SME) Previous Process Various document for various reports Uses Excel to draw plan Uses Visio, AutoCAD, Word and Excel for tender plan submit Separate Accounting procedure to manage or forecast cash flow

37. program planning professionals - shaping the future of program management Applications Use of Project in Resource Management for Small-To-Medium Sized Enterprises (SME) The Problem Unable to view resource management status Cannot get realistic cost planning and forecast No Consistency in process or planning of project work Unable to compare planned schedule with actual progress Frequent slippage Low profit margin High level of inventory

38. program planning professionals - shaping the future of program management Applications Use of Project in Resource Management for Small-To-Medium Sized Enterprises (SME) The Solution Use of Project to track progress and resources Support decision making

39. program planning professionals - shaping the future of program management Applications Use of Microsoft Project As A Solution for ERP System Implementation Background An automobile sales company responsible for distribution of vehicle and parts ERP system needed to be upgraded by a fixed date No down time can be afforded

40. program planning professionals - shaping the future of program management Applications Use of Microsoft Project As A Solution for ERP System Implementation The Approach Define scope – WBS / OBS Project management control solution Planning with Microsft Project 98

41. program planning professionals - shaping the future of program management Applications Use of Microsoft Project As A Solution for ERP System Implementation Hardware NT4 client-sever platform Microsoft Project 98 as planning tool and workgroup structure Microsoft Access as issue escalation Microsoft Excel as an analytic tool

42. program planning professionals - shaping the future of program management The End Thank You