agenda our ppm philosophy a comprehensive set of tools delivered to almost any device through cloud...
TRANSCRIPT
Spark the future.
May 4 – 8, 2015Chicago, IL
IT Project and Portfolio Management in the Cloud
Jean Donati, Krishna Mamidipaka and Mike McLean
BRK3117
Agenda
Microsoft PPM Philosophy Solution Architecture Solution Demos
Portfolio selection
Reporting
Resource management
TFS Integration
Q & A
3
Our PPM PhilosophyA comprehensive set of tools delivered to almost any device through cloud or on-premise
Comprehensive Toolset
Cloud and On-Premise
Devices
Over 20 million users of Project…
A user added every 20 seconds
Used in over 10,000 organizations
Leader in various analyst reports
A solution built on Office 365 platform
PPM solution
Portfolio ManagementResource ManagementProject Management Project Collaboration
Applicationplatform
Email Insights
Documents Sites Apps
Social
LOB integration
Voice
InfrastructureRedundant data centers
99.9%uptime Compliance
A comprehensive PPM solution in the cloud
Program Management
DemandManagement
Portfolio Analytics & Selection
TimeReporting
Issues & RiskManagement
Business Intelligence & Reporting
Team Collaboration & Social
Financial Management
Resource Management
Schedule Management
Microsoft PPM
DemoPortfolio selectionReportingResource managementTFS Integration
Resource Management
Project
Resource Management Strategy and Design Principles
• Org-level capacity planning by roles• Mid to long-term headcount planning• Resource constraint analysis at the
Portfolio levelTop-level
• Short to mid-term capacity planning
• Team managementMid-level
• Resource Engagement Requests
• Tasks and Assignments• PMs to RMs negotiation
processMicro-level
What is a Resource EngagementResource engagements are agreements between project managers and resource managers for an amount of work and time period they can use people on their projects.
PM RM
PM RM
Request Review
Edit/Approve/Reject
Create
Use case 1
Use case 2
New!
Demo Resource management
Demo TFS Integration
A tale of two very different personas!
Project Managers
Developers
Connect Project & TFS2 way data sync between TFS and Microsoft Project
Aggregate engineering work items to a desirable level of granularity
PM can systematically approve/reject plan changes
Gives Project Manager visibility into issues and risks
Enables a single plan of record all times
Build trust and transparency
Let’s teams work in their tool of choice
Next steps
Attend the Project sessions
Theme Session Title Session Date & Time
How To How to Deploy Microsoft Project: Online & Server May 6th 3:15 – 4:30
How To Developer to Developer: Meeting custom needs with Microsoft Project.
May 6th 5:00 – 6:15
Best Practices Real World Reports: Business Intelligence in Microsoft Project Online and Project Server 2013
May 7th 1:30 – 2:45
Best Practices Microsoft Project Online Customization: Best Practices May 7th 5:00 – 6:15
Best Practices Supporting Microsoft Project Online and Project Server – Tips and Tricks
May 8th 12:30 – 1:35
and, visit our booth in the expo area
Learn about our offerings http://office.com/project
Stay connected
Microsoft Project@Project
Microsoft Project Professionals Network
Sign up for partner led trial
http://office.com/projectonline
© 2015 Microsoft Corporation. All rights reserved.
Q/A
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© 2015 Microsoft Corporation. All rights reserved.
Backup
Portfolio Management
Ideation
Portfolio Selection
Ideation
With just a click or 2, promote ideas to portfolio selection phase.
Easily capture new ideas from across the company.
Screenshot from Project Online
Define business drivers that are representative of the organization’s investment goals.
Screenshot from Project Online
Portfolio Selection
Quantify impact for each business driver previously defined.
Screenshot from Project Online
Portfolio Selection
Prioritize business drivers using an intuitive pair-wise comparison process.
Screenshot from Project Online
Portfolio Selection
Align project ideas with business drivers based on the quantitative impact benchmark statements previously defined.
Screenshot from Project Online
Portfolio Selection
Screenshot from Project Online
Executives can force-in certain projects that are ‘must-do’ for reasons such as legal, compliance etc.
Efficient Frontier determines optimal portfolio based on constrained funding or any other custom constraints such as resources, tolerable risk levels, etc.
Screenshot from Project Online
Portfolio Selection
Screenshot from Project Online
Screenshot from Project Online
Portfolio Selection
Switching to Resource Constraints will optimize portfolio selections based on resource availability
Screenshot from Project Online
Screenshot from Project Online
Portfolio Selection
The Hired Resources report will recommend the type of resources that should be acquired based on portfolio needs.
TFS Integration
Key challenges faced by each group
vv• Project plan is not in sync with Dev
schedules• Project Managers don’t react in a timely
fashion• Project Managers don’t understand dev
issues
• Dev. managers use different planning tools• No automated way to approve/reject
changes• No clear visibility into key development
issues
Project Managers
Developers
Solution: Connect Project Server & TFS2 way data sync between TFS and Microsoft Project
Aggregate engineering work items to a desirable level of granularity
PM can systematically approve/reject plan changes
Gives Project Manager visibility into issues and risks
Enables a single plan of record all times
Build trust and transparency
Let’s teams work in their tool of choice
High level architectureS
erv
er
Com
pon
en
t
Clie
nt
for
Pro
ject
M
an
ag
em
en
t
Project Server 2013
Project Professional
Team Foundation
Server
Visual Studio or Team Explorer
Clie
nt
for
Team
M
em
bers
Interaction enabled via Team Foundation Server Extension for
Project Server.
Project Manager can get the enterprise project plan from Project
Server and publish back the changes to Project Server
Team members can update effort estimates in Team Foundation Server through Visual Studio or Team Explorer
Integration with Visual Studio Team Foundation Server
36
PM adds a new “Shopping Cart” feature to Project Plan in Project Professional.
Screenshot from Project Professional 2013
Integration with Visual Studio Team Foundation Server
PM sets appropriate flags to enable Team Foundation Server and Project Server sync.
Screenshot from Project Professional 2013
Integration with Visual Studio Team Foundation Server
PM publishes the Plan to Project Server.
Screenshot from Project Professional 2013
Integration with Visual Studio Team Foundation Server
Dev manager notices the new requirement appear in Team Foundation Server.
Screenshot from Project Online
Integration with Visual Studio Team Foundation Server
Dev manager creates several engineering work items in Team Foundation Server to support the requirement.
Integration with Visual Studio Team Foundation Server
Dev manager adds effort estimates to each new work item which changes PM plan.
Screenshot from Project Online
Integration with Visual Studio Team Foundation Server
Screenshot from Project Online
PM notices new pending approvals in Project Web App.
Integration with Visual Studio Team Foundation Server
PM approves all the change request in Project Web App.
Screenshot from Project Online
Integration with Visual Studio Team Foundation Server
PM then sets a new baseline for the plan.
Screenshot from Project Pro for Office 365
Resource Management
Capacity Planning
Resource Engagement
Timesheets
Screenshot from Project Online
Resources can be grouped by dozens of categories in up to three layers, making it easy to see how certain resource groups compare to others.
Resources can also be sorted by the same categories used for grouping. Here, the resources are first grouped by Type (i.e., Material or Work), and then sorted by their earliest available date, for which more information is available in the Resource Assignments view (next slide).
Capacity Planning
Screenshot from Project Online
Get a clear visual representation of your resource pool’s usage across multiple projects and remaining capacity.
Capacity Planning
Capacity Heatmap provides projected utilization of resource pool over time.
Screenshot from Project Online
CapacityPlanning
New
Resource managers can drill down several levels to uncover necessary insights.
Screenshot from Project Online
CapacityPlanning
New
Resource managers can drill down several levels to uncover necessary insights.
Screenshot from Project Online
CapacityPlanning
New
More details can be obtained through tooltips by hovering over a particular cell.
Resource: KatProject: Project 2Period: January 2014Approved work: 0.2 FTEScheduled work: 0.6 FTECompliance: -0.4 FTE
Screenshot from Project Online
CapacityPlanning
New
Single Entry Mode enables team members to submit both time entries and task updates in Timesheet View.
In addition to normal work hours, Timesheet View also captures administrative tasks, vacation time, sick days, and user-defined personal tasks.
Screenshot from Project Online
Timesheets
Resource Engagement
Project Manager views Resource Plan in Project Professional.
Project Manager initiates request to staff the position.
New
Screenshot from Project Pro for Office 365
Designer
Design for script outline
Mon 10/6/2014 Fri 11/28/2014
Jean 10/1/14 1:31PM: I really need Kat for this project. Let me know if she is
available
100%
Intuitive interface to enter details and submit request.
Resource Engagement
New
Screenshot from Project Pro for Office 365
Screenshot from Project Pro for Office 365
Resource requests yet to be submitted show up in Draft status.
Resource Engagement
New
Proposed
Proposed
Proposed
Once submitted, Resource requests status changes to ‘Proposed’.
Resource Engagement
New
Screenshot from Project Pro for Office 365
Screenshot from Project Online
Resource manager launches Project Server / Project Online to view pending resource requests.
Resource Engagement
New
Screenshot from Project Online
Resource Manager can easily filter for the set of resources.
Resource Engagement
New
Screenshot from Project Online
Kat Larsson
Design for script outline
Jean 10/1/14 1:31PM: I really need Kat for this project. Let me know
if she is available.
Sara 10/2/14 10:11AM: Ok, make sure to wrap this up on time, Kat is
already booked in December.
100%
Mon 10/6/2014
Fri 11/28/2014
Contoso Design
Resource Manager gets a clean view of all resource requests through the Resource Engagement view.
Resource Engagement
New
Intuitive Interface to Approve/Reject requests.
Screenshot from Project Online
Committed
Committed
Resource Engagement
New
Project Manager sees the requests as committed within Project Professional.
Resource Engagement
New
Screenshot from Project Pro for Office 365
Assigning tasks to resources outside the approved timeframe is flagged for easy reference.
Resource Engagement
New
Screenshot from Project Pro for Office 365
Once the assignment dates are corrected, the warning flags go away.
Resource Engagement
New
Screenshot from Project Pro for Office 365