agenda our ppm philosophy a comprehensive set of tools delivered to almost any device through cloud...

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

Visit Myignite at http://myignite.microsoft.com or download and use the Ignite Mobile App with the QR code above.

Please evaluate this sessionYour feedback is important to us!

© 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