1. Title of presentation goes here Name of presenter Location/date © 2005 MPA. All rights reserved. Andrew Makar, MBA, PMP Rich Weller, MBA, PMP © 2005 MPA. All rights reserved. Managing Multiple Projects on a Shoestring Budget January 25, 2005 Southfield, Michigan

2. © 2005 MPA. All rights reserved. Purpose Expose some rather hidden capabilities of ‘MS Project Standard’ Discuss processes that must be adopted to enable success, regardless of tool solution Provide insight for improved multi-project management

3. © 2005 MPA. All rights reserved. Scenario A fortune 500 manufacturer has a large IT program with a limited budget Currently 20-25 projects active within the pipeline Matrixed organization with 5 Departments and roughly 100 total resources All resources feel over-whelmed, low morale Most projects coming in late, and lack quality The program is constantly being asked to add new projects

4. © 2005 MPA. All rights reserved. Problem Program Manager lacks insight to be able to determine what new projects can be undertaken and when they can be delivered.

5. © 2005 MPA. All rights reserved. Background Projects being managed ad-hoc No standard templates Little standard processes Limited PM experience

6. © 2005 MPA. All rights reserved. Constraints Limited budget Limited resources No enterprise project management tool –(No Project Server, but use Project Desktop)

7. © 2005 MPA. All rights reserved. Requirements Management would like to see: Simple list all projects in pipeline –Start and finish dates –Status of each project –Drill-in capabilities Insight into Issues and Risks of each project Current and future resource demands

8. © 2005 MPA. All rights reserved. Recommended Solution Next Question: How can I deliver these requirements with existing tools only? MS Project Server Constraints: Cost, Technical Architecture

9. © 2005 MPA. All rights reserved. Solution Apply ‘MS Project Standard’ to create a Dashboard Summary View

10. © 2005 MPA. All rights reserved. Dashboard Allocation Curve

11. © 2005 MPA. All rights reserved. Dashboard Resource Usage View Find and resolve over-allocations across multiple projects

12. © 2005 MPA. All rights reserved. Architecture: Client file server 2-tier client server Project 1 Project 2Project 3 Resource Pool Dashboard

13. © 2005 MPA. All rights reserved. Technical Assumptions Develop and implement standard MS Project plan templates –Align with standardized PM process –Designed for roll-up dashboard reporting Develop and maintain shared resource pool (demonstrated during May MPA event)

14. © 2005 MPA. All rights reserved. Process Assumptions Standardize PM Process –PMI (IPECC) –Six Sigma (DMAIC) –Etc All project schedules updated weekly Resource over-allocations are resolved at program level Establishing a PMO could help drive the development, implementation and management of these processes as well as the tool.

15. © 2005 MPA. All rights reserved. Benefits of the Solution Insight into project status Improved Resource Management Improved Pipeline Management Integration of project schedules Institutionalizes standard process for easier migration to a more robust enterprise project management solution

16. © 2005 MPA. All rights reserved. Implementation Lessons Learned Not a “quick fix” Requires senior management sponsorship Should be treated as a project Not Freebies –Time –Due diligence

17. © 2005 MPA. All rights reserved. BREAK

18. © 2005 MPA. All rights reserved. Demonstration