ensuring a successful epm initiative ben howard epm technical specialist enterprise and partner...

Ensuring a successful EPM initiative

Ben Howard

EPM Technical Specialist

Enterprise and Partner Group

Microsoft UK

[email protected]

[email protected]

Today’s objectivesToday’s objectives

Overview of Enterprise Project Management

Understand that there is much more to EPM than the

technology

Overview of the skill sets required for successful

implementation

Know where to obtain the right skills for your organisation

Overview of Enterprise Project Management

Understand that there is much more to EPM than the

technology

Overview of the skill sets required for successful

implementation

Know where to obtain the right skills for your organisation

A recent study by KPMG of 300 large companies found that 65% reported that their projects were:

• Grossly over budget

• Far behind schedule

• Technology was nonperforming

Big Problems

Perhaps more ominous, over half of the executives interviewed believed this state to be “normal.” They did not consider these numbers either surprising or particularly troubling.

What is Enterprise Project Management?What is Enterprise Project Management?

A systematic approach to achieving

organisational goals:

Strategic initiatives

Operational improvements

Business activities

Development projects

A set of aligned & integrated applications

that provides a centralised location for

enterprise wide project and resource

management

A systematic approach to achieving

organisational goals:

Strategic initiatives

Operational improvements

Business activities

Development projects

A set of aligned & integrated applications

that provides a centralised location for

enterprise wide project and resource

management

People

Technology

Strategy

EPMEPM Process

EPM must address technology in synergy with people, processes, and organisation changeEPM must address technology in synergy with people, processes, and organisation change

PM TechnologyPM Processes PM organisationPM People

• PM Community

of Practice

• Portfolio

Management

• Project Office

Planning

• Strategic

Project Office

• PM Governance

• Project

organisational

Design

• Professional

Development

• Professional

Staffing

• Research &

Publishing

Project ManagementMaturity Assessment

Project ManagementValue Metrics

EPM Improvement Plan

Maturity levelsMaturity levels

Maturity Level Solution RoadmapMaturity Level Solution Roadmap

Process Technology People





Minimum Maturity Minimum Maturity Level for True EPMLevel for True EPM

InitialInitial(1)(1)

RepeatableRepeatable(2)(2)

DefinedDefined(3)(3)

ManagedManaged(4)(4)

OptimisingOptimising(5)(5)

DisciplinedDisciplinedProcessProcess

StandardStandardConsistentConsistentProcessProcess

PredictablePredictableProcessProcess

ContinuouslyContinuouslyImprovingImprovingProcessProcess

organisation

organisation

organisation

organisation

organisation

PM Maturity Benchmark PM Maturity Benchmark

Survey of 126 organisations shows

that, for overall project management

maturity, most organisations are at

Level 1

Survey of 126 organisations shows

that, for overall project management

maturity, most organisations are at

Level 1

ToolsTools

PeoplePeople

ProjectsProjects

ProgramsPrograms

PortfolioPortfolio

ProcessProcess

Portfolio - the prioritised set of all projects and programs in an organisation

Program - a single coordinated effort with multiple interdependent projects

Project - a unique effort with a defined beginning and end, a specific deliverable, and defined resources

EPMEPMScalable Methodology

Strategise Implement Operate

People, process and toolsHow much of each?

People, process and toolsHow much of each?

ProcessProcessPeoplePeople

ToolsTools

EPM Project LifecycleEPM Project Lifecycle

Best practices recommend the use of a structured approach

for implementation

UnderstandingUnderstanding MeasuringMeasuring

AdjustingAdjusting

The EPM implementation roadmap The EPM implementation roadmap

MeasuringMeasuringMeasuringMeasuring

AdjustingAdjustingAdjustingAdjusting

Understanding Understanding Understanding Understanding

MSF PhasesMSF PhasesDocument Sponsor

Goals and Objectives

Validate Processes and Training

Map Goals andObjectives to

Processes and Procedures

Establish Business Processes

Train Users onProcesses and Technology

EnvisionEnvisionEnvisionEnvision

PlanPlanPlanPlan

DevelopDevelopDevelopDevelop

StabiliseStabiliseStabiliseStabilise

DeployDeployDeployDeploy

Setup and Configure Technology Components

EPMEPMVisionVisionEPMEPM

VisionVision

Moving from Vision to an EPM RoadmapMoving from Vision to an EPM Roadmap

BusinessBusinessNeedsNeeds

BusinessBusinessNeedsNeeds

EPMEPMCapabilitiesCapabilities

EPMEPMCapabilitiesCapabilities

organisationalorganisationalReadinessReadiness

organisationalorganisationalReadinessReadiness

EPMEPMImplementationImplementation

EPMEPMImplementationImplementation

EPMEPMPlanningPlanning

EPMEPMPlanningPlanning

EPM ROADMAPEPM ROADMAP

The Roadmap consists of Implementation CyclesThe Roadmap consists of Implementation Cycles

Implementation Includes

People (Training, Mentoring,

Support)

Process (Definition,

Documentation, Rollout)

Technology (System)

organisation (Change

Management)

1st Phase

2nd Phase

3rd Phase

4th Phase

TimeTime

Co

mp

lex

ity

Co

mp

lex

ity

EPMEPMObjectivesObjectives




The EPM implementation roadmap The EPM implementation roadmap












PlanPlanPlanPlan






Establish Business

Processes

Build the EPM System

Organisational ComponentsOrganisational Components

For exampleFor example

Portfolio Management

Project Management

Resource Management

Document Management

Collaboration management

Organisation management

Technology architecture

Solution Configuration

Enterprise standards

Technical ComponentsTechnical Components

For exampleFor example

Skill Sets requiredSkill Sets required

Role Description

EPM consultant Experienced person who has implemented

EPM solutions successfully.

Project Management Good quality project manager to work with

the EPM consultant to drive the initiative

Executive sponsor Hands on executive sponsor to drive this

from the top

Role Description

MS EPM SpecialistConfigures the MS EPM solution to support the business processes. Works closely

with Business Analyst and Process Owner

Project Server ExpertsInstalls and configures: Project Server, Project Web Access, and Project Professional

2003

Technologists (core

systems)

Design, install, configure, and maintain: computer hardware, operating systems, SQL

Server, Windows SharePoint Services, IIS, networks, and tools.

TrainersDevelops user training material

ProgrammersCreates and maintains custom applications and/or integrates with other applications

TestersValidate systems are performing per functional and design requirements

Desktop client expertsInstall and configures desktop client software (Project and PWA ActiveX controls)

Skill Sets required Skill Sets required

Build the Business ProcessesBuild the Business Processes Portfolio Management

E.g. Balanced in terms of risk, cost, delivery.

Project Management

E.g. Change Control, Project initiation.

Resource Management

E.g. matrix managed, functional managed.

Document Management

E.g. Controlled documents, workflow, team documents.


E.g. Meetings, data flows.


E.g. reporting lines, RBS.

Portfolio Management

E.g. Balanced in terms of risk, cost, delivery.

Project Management

E.g. Change Control, Project initiation.

Resource Management

E.g. matrix managed, functional managed.

Document Management

E.g. Controlled documents, workflow, team documents.


E.g. Meetings, data flows.


E.g. reporting lines, RBS.

Build the Business ProcessesHow do I do this?

Build the Business ProcessesHow do I do this?

Requirements gathering

Interviews, workshops

For each requirement, define and document the

process

Decide which requirements to deliver in each phase

Configure EPM to support the processes

Provide communication and training to support the

processes

Requirements gathering

Interviews, workshops

For each requirement, define and document the

process

Decide which requirements to deliver in each phase

Configure EPM to support the processes

Provide communication and training to support the

processes

Two customer examplesTwo customer examples

Same industry

Both are similar size implementations

Same industry

Both are similar size implementations

Customer 1Customer 1 No written requirements

No senior sponsor

No phased approach

Several changes of project manager

Spent £1M

Spent 1 year

Did not engage an EPM partner

Approached the project as a technology project

No written requirements

No senior sponsor

No phased approach

Several changes of project manager

Spent £1M

Spent 1 year

Did not engage an EPM partner

Approached the project as a technology projectFailure

Failure

Customer 2Customer 2

Defined, documented and communicated

requirements

CXO sponsorship

Senior management seminars

Phased implementation

Good quality internal project manager

Engaged a quality EPM partner from day 1

Defined, documented and communicated

requirements

CXO sponsorship

Senior management seminars

Phased implementation

Good quality internal project manager

Engaged a quality EPM partner from day 1Success

Success

Evidence of challenges with EPM deployments Evidence of challenges with EPM deployments

Technology Skills and Capabilities

Needs of the Business Addressed by EPM

Clearly articulated project plan for success

Cultural Change Requirements

Capabilities of EPM Accessible to the organisation

Consensus on the approach to EPM within the organisation

Technology Skills and Capabilities

Needs of the Business Addressed by EPM

Clearly articulated project plan for success

Cultural Change Requirements

Capabilities of EPM Accessible to the organisation

Consensus on the approach to EPM within the organisation

At EPM initiation, what was level of understanding: At EPM initiation, what was level of understanding: Medium

Medium

Medium

Low

Low

Low

*Preliminary Results of *Preliminary Results of EPM System Implementation Benchmark Survey, Center of Business Practices, 2004EPM System Implementation Benchmark Survey, Center of Business Practices, 2004 . . Subject to change based on final results. Subject to change based on final results.

Evidence of challenges with EPM deployments Evidence of challenges with EPM deployments

Culture Change (User Resistance)

Lack of Knowledge on EPM System and Req’s

Executive Sponsorship

Importance of PM to the organisation

Long Term Funding

Current State of PM Processes and Practices

Technology Capabilities

Competing Initiatives

Culture Change (User Resistance)

Lack of Knowledge on EPM System and Req’s

Executive Sponsorship

Importance of PM to the organisation

Long Term Funding

Current State of PM Processes and Practices

Technology Capabilities

Competing Initiatives

Rate the following EPM System Challenges: Rate the following EPM System Challenges:

100%

100%

80%

60%

60%

40%

40%

40%

*Preliminary Results of *Preliminary Results of EPM System Implementation Benchmark Survey, Center of Business Practices, 2004EPM System Implementation Benchmark Survey, Center of Business Practices, 2004 . . Subject to change based on final results. Subject to change based on final results.

Extremely or SomewhatExtremely or Somewhat

Skills assessmentSkills assessment

Which skills do you have in house?

No organisation will have all these skills

Where are you strong/weak

Many organisations ignore the soft skills required to

implement EPM – they only have limited success.

Please - go and seek the advice of an experienced

EPM partner

Which skills do you have in house?

No organisation will have all these skills

Where are you strong/weak

Many organisations ignore the soft skills required to

implement EPM – they only have limited success.

Please - go and seek the advice of an experienced

EPM partner

Build and configure tools Technology Overview

Build and configure tools Technology Overview

Define technology architecture and

implement

Configure the solution to support the

processes

Configure the solution to support Enterprise

Standards


implement


processes


Standards

There are multiple possibilities

Single server – has all elements within 1 machine

Two servers – Project Server + SQL Server

Multiple servers – Project Server + IIS + Services + SQL Server tables

Depends on size, availability, scalability, scope etc.

Build and configure tools Establish and deploy technical architecture

Build and configure tools Tools Build and configure tools Tools

Tools

Project Server 2003 Planning guide

Project Server 2003 Installation guide

Project Server 2003 Disaster recovery guide

Project Server Health Monitor

MOM tool

Smoke test tool

Tools

Project Server 2003 Planning guide

Project Server 2003 Installation guide

Project Server 2003 Disaster recovery guide

Project Server Health Monitor

MOM tool

Smoke test tool

Build and configure tools - overviewBuild and configure tools - overview


implement


processes


Standards


implement


processes


Standards

Configure the solution to support the processes Tools

Configure the solution to support the processes Tools

Project Server 2003 resource kit

Administrator’s guide

Application Configuration guide

Project Server 2003 resource kit

Administrator’s guide

Application Configuration guide

Build and configure tools OverviewBuild and configure tools Overview


implement


processes


Standards

Setting organisational standards


implement


processes


Standards

Setting organisational standards

Setting organisational standardsSetting organisational standards

Templates

Calendars

Custom fields

Outline codes

Resource pool

Project guide - methodology

Templates

Calendars

Custom fields

Outline codes

Resource pool

Project guide - methodology

Review – Where are we in the process?Review – Where are we in the process?












PlanPlanPlanPlan





Stabilise - skillsStabilise - skills

Role Description

MS EPM SpecialistConfigures the MS EPM solution to support the business processes. Works closely

with Business Analyst and Process Owner

Project Server ExpertsInstalls and configures: Project Server, Project Web Access, and Project Professional

2003

Technologists (core

systems)

Design, install, configure, and maintain: computer hardware, operating systems, SQL

Server, Windows SharePoint Services, IIS, networks, and tools.

TrainersDevelops user training material

ProgrammersCreates and maintains custom applications and/or integrates with other applications

TestersValidate systems are performing per functional and design requirements

Desktop Client expertsInstall and configures desktop client software (Project and PWA ActiveX controls

Stabilise Testing the complete solution

Stabilise Testing the complete solution

Verify the hardware sizing (as far as possible)

Verify the procedures

Verify the management information

Verify any LOB connections

Verify training material

Train champions, help desk etc

Verify the hardware sizing (as far as possible)

Verify the procedures

Verify the management information

Verify any LOB connections

Verify training material

Train champions, help desk etc

Review – Where are we in the process?Review – Where are we in the process?












PlanPlanPlanPlan





Deploy Skills

Deploy Skills

Everyone, including the customer Everyone, including the customer

DeployPost implementation

DeployPost implementation

Formally close out phase 1 of the project

Hand over to operations

Review

Good, bad and the ugly – be honest

Planning for phase 2

Formally close out phase 1 of the project

Hand over to operations

Review

Good, bad and the ugly – be honest

Planning for phase 2

Where are we in the process?Where are we in the process?




MSF MSF PhasesPhasesDocument Sponsor





Establish Business

Processes

Train Users onProcesses and

Technology


PlanPlanPlanPlan





Phase 1

Phase 1

complete

complete

SummarySummary

EPM initiatives live or die depending on how well you

have understood the business requirements and their

translation to a process

You will not have all of the required implementation

skills in-house

Find an experienced project partner to help you

EPM initiatives live or die depending on how well you

have understood the business requirements and their

translation to a process

You will not have all of the required implementation

skills in-house

Find an experienced project partner to help you

Take Action!

Learn more about the Microsoft Office Enterprise Project Management Solution http://www.microsoft.com/office/project/prodinfo/epm/overview.mspx

Engage a Microsoft Project Partner http://directory.partners.extranet.microsoft.com/project/default.aspx

Register to local and online EPM events http://www.microsoft.com/usa/events/search.asp http://www.microsoft.com/usa/webcasts

Learn more about Microsoft Office Project 2003 http://www.microsoft.com/office/project/default.asp

http://www.microsoft.com/office/project/prodinfo/epm/overview.mspx

Web resourcesWeb resources

Microsoft Office Project TechNet site

http://www.microsoft.com/technet/prodtechnol/office/proj2003/default.mspx

Microsoft Office Project MSDN site

http://msdn.microsoft.com/office/understanding/project/default.aspx

Microsoft Office Project TechNet site

http://www.microsoft.com/technet/prodtechnol/office/proj2003/default.mspx

Microsoft Office Project MSDN site

http://msdn.microsoft.com/office/understanding/project/default.aspx

ensuring a successful epm initiative ben howard epm technical specialist enterprise and partner...

Documents

enterprise wide project

level of maturityorganizations

level 1chart10

level of maturity22

organisations processesdiscern

projectprogram management19

projectprogram manager44

organisational goals