microsoft project online for project managers

Microsoft Project Onlinefor Project Managers

Agenda

Working with the Project Center

Managing views and notifications settingsProposals and Demand Management

Office 365 PPM (Project Online) Overview

AgendaWorking with Project Professional

Managing Resources

Managing Tasks and Approvals

Managing Timesheets and Approvals

AgendaManaging Issues, Risks and Documents

Managing the Project Site

Working with Status Reports

Portfolio Management & Analysis

Business Intelligence and Power BI

Office 365 PPM (Project Online) Overview

Topics

Components of an O365 PPM Solution1.3

Office 365 PPM Overview

What is O365 PPM1.1Role of the Project Manager1.2

1.1 What is O365 PPM/Project Online

• Project has a long history and is used by millions of Project Managers around the world.

• Powerful tool to help develop a plan, manage resources and tasks, track progress and analyse workloads and performance.

Originated from Project on the desktop

Microsoft Project was the company’s third Windows-based application…

What is O365 PPM/Project OnlineWhat is O365 PPM/Project Online?

What is O365 PPM/Project Online

• Deliver to almost any device• Think of the Evolution of tools as

follows:• Outlook/Excel• SharePoint Online (Task Lists)• Project Pro (Office 365)• Project Online

Microsoft’s Strategy

What is O365 PPM/Project Online

• Project Online (Project Server in the cloud)

• Office 365 with Project Professional• SharePoint & SharePoint Online (Task

Lists)• Office 365 Project Lite (Team

Members)• Project Professional vs Project

Standard

So many ways to manage projects

1.2 Role of the Project Manager

• Project Managers are responsible for the execution and management of projects within the organization. PM’s will use the tool to initiate, plan, manage and close projects.

• They will also have team building and collaboration features available to them. Sophisticated reporting capabilities will also be part of their toolset.

Project Manager

Role of the Project Manager

• Resource Managers gain visibility and insight into availability and assignments of resources across the enterprise. This information improves the ability to forecast work load and resource demands.

Resource Manager


• Team Members participate in the success of the project by providing status of their assignments, reporting issues and collaborating with other team members and stake holders. The tool provides an easy to use and familiar interface for TM’s to get the job done.

Team Member


• Portfolio Managers have broad visibility and editing permissions. They will typically need access to projects across departments and business units.

• Portfolio Viewers (Executives) have similar visibility but without the editing permissions. They are meant to see the projects but not edit them.

Portfolio Viewers (Executives) & Portfolio Managers

1.3 Components of O365 PPMFunctional Components of PPM

Microsoft Project Online (MSPO) is made up of multiple functional components that enable Project Managers to be effective at creating, managing and reporting against projects , programs and portfolios in the organization.

• Project Management• Resource Management• Task Management• Timesheet

Management• Demand Management• Risk & Issue

Management

• Document Management• Site Management• Status Reporting• Portfolio Management• Business Intelligence &

Reporting• Project Online

Administration

Module 2- Working in the Project Center

Topics

Enterprise Projects & SharePoint Task Lists2.3

Working in the Project CenterManaging Projects in the Project Center2.1

Creating new projects2.2

Managing Projects in the Project Center

• Project Center provides a central repository for projects

• Projects can be organized by grouping and filtering

• Columns/Fields can be moved, hidden and managed for each individual PM

Managing Projects


• Projects must be “checked out” to be edited

• Only one user can have a project checked out at any given time (in PWA or Project Pro)

• Other PM’s can view the project in “read only”

Checking In and Checking Out


• Projects that are checked out and being edited are in a “draft” state or being managed in what's known as the Draft Store.

• PM’s can continue to update and modify project schedules and save them

• Using the Publish command then transfers the updates to what's known as the Publish Store

• PM’s with read only access can only see updates sent to this published location

Saving and Publishing


• PM’s can set “direct” permissions against their projects

• These permissions sit on top of the underlying security model in place

• PM’s can determine rights such as opening, editing, publishing and viewing site information

• PM’s can determine which projects and which users these permissions apply to

Setting direct Permissions


• PM’s will also manage project properties from here

• This includes fields such as the Start Date, Project Owner and other custom field information

• Updates made to project properties do not need to be published, just saved.

Project Properties

Creating new projects

• PM’s will initiate new projects from this location

• Templates and other settings will be configured to help the PM determine what “type” of project they are creating

• This is often the preferred method when creating a new project



• Each project may have a project site and is the central site repository for documents, issues, and risks related to that project

• The site is generated when the project is published can then be customized by each project manager (owner)

Working with Project Sites

3 Configuration options:

• Create the site automatically

• Don’t Create the Site at all

• Allow the Project Manager to decide

Enterprise Projects and SharePoint Task Lists

• Enterprise Projects include additional functionality including “check-in” and “check-out”

• Direct permission settings and browser based editing

• SharePoint tasks lists provide a “synchronization” of tasks

• SharePoint tasks lists can be promoted into an enterprise project and can be used as a starting point for many PM’s

Enterprise Projects and Tasks Lists

Module 3- Managing Personal Settings

Topics

Managing Delegates3.3

Managing Personal Settings

Managing Views3.1

Working with Alerts3.2

Managing Views

• Views can be created or copied from existing Out of the Box (OOTB) views

• Custom Enterprise fields can be added to the views

• Filtering and Grouping can be accomplished with Views

• Views are associated to Security Categories to determine who can interact with the View (when configured with Project Server security mode)

Working with Views

Managing Views

• Project• Project Center• Resource Center• Resource

Assignments• My Work• Resource Plans

• Project• Team Tasks• Team Builder• Timesheets• Portfolio

Analyses• Portfolio

Analysis

PWA View Areas

Managing Views

• Resource Assignments• Resources are first

selected• Contains resource

assignment information

• Not editable from this area

• Display, grouping and filtering options are available

Resource Center Views

• Resource AvailabilityContains availability information about resources that are selectedA subset of views are available from this area:

• Assignment work by resource

• Assignment work by project

• Remaining Availability

• Work

Managing Views

• Jobs that you send to Project Server are managed in the Queue Area

• The Personal Settings area allows you to view Jobs that have been sent to the server

• This allows you to pass information along to the Administrator for troubleshooting purposes

Personal Settings

Managing Delegates

• Project Online allows for user delegation. This

feature allows for one user acting as another

in every part of the Project Web App.

• The permission level difference of one user

compared to the other does not affect the

ability to use the delegate feature.

Delegates

Module 4- Proposals & Demand Management

TopicsProposals & Demand Management

Demand Management Overview4.1Proposals & Workflow Management4.2Working with EPT’s and PDP’s4.3

Demand Management Overview

• Allows the ability to capture all “demand” (i.e. work proposals) in one single place

• Provides decision making opportunities on which proposals to approve and then track their progress

• Demand Management in Project Online can be simple or complex

Demand Management Overview

Demand Management Terms

• Created in the Project Center by PM

• Governs project and proposal lifecycle

• Most often aligned with Departments

Enterprise Project Type (EPT’s)


• Represented as a single web part page in PWA

• Used to drive the project lifecycle

Project Details Pages (PDP’s)


• Supports the notion of multi-stage lifecycles with approvals

• Provides Stages within Phases which are then connected to form complete project lifecycles via workflows

Workflow (Phases, Stages and Approvals)

Module 5- Working with Project Professional

Topics Working with Project Professional

Managing Enterprise Projects with Project Pro5.1Saving and Publishing Projects5.2Building teams with Project Pro5.3

Importing Projects5.4Taking projects offline and maintaining projects

5.5Working with multiple projects5.6

Managing enterprise projects with Project

• Draft vs Publish options• Browser based project editing• Performance enhancements over

task lists• Assignment management and

control• Leverage the power and

functionality of Project Professional

Enterprise Projects

Saving and Publishing projects

• Publishing moves Schedule to Published Database

• Project Manager is prompted to create the Project Site

• Team Members are notified • Schedule is available in the Project

Center

Saving = DraftPublishing = Publish

Building teams with Project

• Project Managers have multiple means to built teams including with Project Pro

• PM’s can filter and search for the right resources

• Similar functionality is found in PWA

Team Building

Importing projects

• Importing stand alone projects• Vendors or consultants may send

projects that need to be imported• Resources and custom fields need

to be mapped to enterprises resources and enterprise fields

Stand alone projects imported

Taking projects offline and maintaining projects

• Working offline when not connected to Project Server

• Project Managers may be in the field or the project server may not be available

• Synching updates when connection is reestablished and the changes made offline are automatically synched back to the server

• Renaming and deleting projects

Offline allows PM’s to continue to work

Working with multiple projects

• Opening multiple projects has many benefits by opening projects from PWA into Project Professional

• The “temporary” master project will not be saved

• Dependencies and allocations can be managed with multiple projects open and they can create dependencies and resolve over/under allocations when multiple projects are open

Managing multiple projects

Module 6- Managing Resources

TopicsManaging Resources

Managing and Analyzing Enterprise Resources6.1Team Building with the Enterprise Resource Pool6.2Requesting and approving Enterprise Resources

6.3

Enterprise Resource Pool Overview

• Contains all enterprise resources • People, equipment and material• Are elements of direct costs• Uses Project Professional when

editing resources

Resource Pool

Understanding Resource Categories and Types

• Project Professional • Work Resources = resources to model people

and equipment• Material Resources = resources to represent

the supplies consumed during the project• Cost Resources= resources that allow PM’s to

apply cost at the point of assignment

Resource Types

Understanding Resource Categories and Types

• PWA and visible in Project Professional • Enterprise Resource Named (Joe Blow) that

login’s (Windows Account/Office 365 Account

• Enterprise Resource Unnamed (Carpenter)• Enterprise Resources Named (Joe Blow) that

doesn’t login (No PWA license)

• Generic Resources = Placeholder (no actuals being tracked)

• Local Resources = Just for that project

Resource Categories

Team Building with PWA

• Team’s can be built from the Project Center• This allows for Resource Managers or project

managers to identify the necessary resources to build onto a project schedule

• Team’s can be built from within Project Professional

• While project managers have the project schedule open, they can identify and build team members on to their project schedules

Building Teams

Module 7- Managing Tasks and Approvals

TopicsManaging tasks and approvals

Assigning tasks to resources7.1

Managing Updates7.2Managing Approvals and setting rules7.3

Publishing Assignments

• Assigning and Notifying Team Members• Project Managers can use PWA or Project

Professional to assign resources• Project Managers will assign the same way they

would if they were not connected to Project Server• Controlling the Notifications• Project Managers can use the “publish” task field

to determine when team members are notified

Assigning Tasks

Tracking Method

• Current Configuration Settings• What is the Tracking Method?• Crawl, Walk, Run approach• Tracking Options:

• % Work Complete• Actual work done and work remaining• Hours of work done per period• Free Form

Assigning Tasks

Publishing Assignments

• Assigning and Notifying Team Members• Project Managers can use PWA or Project

Professional to assign resources• Project Managers will assign the same way they

would if they were not connected to Project Server• Controlling the Notifications• Project Managers can use the “publish” task field

to determine when team members are notified

Assigning Tasks

Managing Updates

• Keeping Schedules “Up to Date”• Determine when Schedules are

published• Setting Deadlines to team member

submissions• For example, EBD (End of Business)

on Thursday

Updating Tasks

Approval Center

• Central location for approving task updates• This central location makes it easy for the project

manager to accept or reject updates• The project manager can also preview updates

before approving• Project Manager can control auto updates and auto

publishing• The project manager can control updates by

automating the acceptance based on users• Project managers can also control the publishing of

the projects from this area

Approving Tasks

Module 8- Managing Timesheets & Approvals

TopicsManaging timesheets and approvals

Creating and submitting timesheets8.1Managing Timesheet approvals, rejections and recalls

8.2

Creating and Submitting Timesheets• Team members create timesheets to track non-

project time for a given period• Team members will then submit their time for

approval• Administrative time categories and vacation

requests can be managed here• Team members can add line items where

appropriate to “charge” time against those categories

• Vacation requests can also be managed here

Timesheet Management

Managing Timesheets• Timesheet managers will review, approve or reject

timesheets as part of their job role• Timesheet settings can be auto-approved, or have

a fixed approval routing based on the system configuration

• Approval Center provides a central location for managing timesheets

• The Approval Center gives the timesheet manager many areas to see pending timesheets, recall timesheets where appropriate and review historical timesheets

Timesheets

Module 9- Issues, Risks and Documents

TopicsIssues, Risks and Documents

Managing issues, risks and documents9.1

Managing relating items9.2

Managing Issues, Risks and Documents

• The project site is the central repository for project content such as issue and risk information

• Issues and risks are stored as lists in the project site

• Issues and risks have the ability to be linked back to a specific task in the project schedule

• Managing list information provides a central location and reporting capabilities

• These list items can then be aggregated across multiple projects for reporting purposes

Issues, Risks and & Documents

Managing Documents

• The project site is also a repository for supporting documents• The project site document library can also have

links back to the project schedule• Documents here can include any number of

document types such as Office and PDF documents

• Project Managers can leverage the power of SharePoint for project artifacts• Because its built on SharePoint, project managers

can leverage alerts, versioning, check-in/check out and security at the library and file level

Documents

Module 10- Managing the Project Site

Topics

Managing permissions and users

10.3

Managing the Project SiteWorking with Site Contents and Site Settings

10.1

Creating and Managing site Apps

10.2

Site Management• Project site management includes the creation and

management of site assets and features• Project managers can create additional lists,

libraries, pages and sub sites to support the project initiatives

• Site management gives the Project Manager full control of the site• Project Managers can also control access to site

assets down to the file level• Alerts can also be set to notify team members of

new items being added to the site.

Managing Project Sites

Managing Deliverables• Deliverables managed from PWA and Project

Professional• Project managers can create and edit

deliverables from PWA and Professional• A dedicated deliverables pane available in

Project Professional• Deliverables list made available to stake

holders leadership• Deliverables show up in deliverables list

without publishing and updates work back and forth

Deliverables

Working with Lists and Libraries• New libraries and lists can be created and

managed on a site by site basis• Project managers can create new lists and

libraries and configure versioning, custom columns and workflow when appropriate

• Customization can be preserved as a template• New project site templates can be created and

then associated to Enterprise Project Types when custom sites are required

Customizing the Site

Module 11- Working with Status Reports

TopicsWorking with Status Reports

Create and manage Status Reports

11.1

Managing status report responses

11.2

Creating Status Reports

• Status reports help with communication• Project managers can use status reports

to gather status information from team members

• This is not the same as task and timesheet updates

• Status reports can be asked of one or many team members and resources and are not project or initiative based

Status Reports

Replying to Status Reports

• Team members and other PWA users will be notified of pending status reports

• Team members can also add additional areas to comment and respond

• They can also choose to include other management during the status report response

• Team member can also create an unsolicited response

• Team members can be proactive and create an unsolicited response and add line items at their discretion

Replying to Status Reports

Module 12- Portfolio Management & Analysis

TopicsPortfolio Management & Analysis

Understanding Portfolio Management

12.1

Creating and Managing a Portfolio Analysis

12.2

12.1 Understanding Portfolio Management

• Project portfolio is a term that refers to an organization's group of projects and the process in which they are selected and managed.

• The project portfolio is strategically selected to advance the corporation's organizational goals.

Project Portfolio Defined


• The centralized management of the processes, methods, and technologies used by project managers and project management offices (PMOs) to analyze and collectively manage current or proposed projects based on numerous key characteristics.*

• The objectives of PPM are to determine the optimal resource mix for delivery and to schedule activities to best achieve an organization’s operational and financial goals, while honouring constraints imposed by customers, strategic objectives, or external real-world factors.*

Project Portfolio Management (PPM)

*Defined by Wikipedia


• Portfolio and Project Managers can use predefined organizational strategies to drive proposal selections

• Proposals capture cost and impact on defined business drivers generating relative project/value scores across a portfolio

Strategy and Drivers


• Business drivers are used to assess project strategic value and to assure that project selection supports the organizational strategy.

• The prioritization exercise takes into account both objective and subjective concerns regarding relative driver weights.

Driver Prioritizations

12.2 Creating and managing a new Analysis

• Proposals and Projects can be compared and analyzed against cost and resource constraints.

• After proposals are submitted, the next step is to determine which proposals will be approved as projects.

• The portfolio analysis features in the Project Web App can help you evaluate cost relative to strategic value for each proposal.

Portfolio Analyses

Module 13- Business Intelligence and Power BI

TopicsBusiness Intelligence and Power BI

Learn about existing BI reports

13.1

Learn about Dashboard Reporting using Power BI

13.2

Working with sample reports

• Microsoft provides a number of Out of the Box (OOB) reports to help you get started

• OOB reports can be saved with new names and pointed to new customized Office Data Connection (ODC) files

Sample Reports

Working with Office Data Connections

• ODC files provide connectivity and queries for pulling data forward from the PWA reporting database

• ODC files need to be exported while editing

Sample Reports

Dashboard Pages

• Dashboard pages provide distinct areas to consume various online, dynamic reports

• Web parts such as Excel Web Access web parts can be added in various zones on a dashboard page

Sample Reports

Power BI• PWA Data in a self-service business

intelligence and analytics environment built on the foundation of Excel and other services

• Power Query, Power Pivot, Power View are all powerful additions available with Excel and Office 365

• The Power BI for Office 365 Project Online is a cloud-based solution that enable communication and collaboration and reduces the obstacles for deploying powerful data-driven reports

Power BI

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