Overview of Microsoft Project ServerOverview of Microsoft Project Server

EPM Solutions Greg Winterhalter

IT ManagersIT Managers• Can we link project data with our front & back office?Can we link project data with our front & back office?• What’s the best way to deploy and monitor?What’s the best way to deploy and monitor?

IT ManagersIT Managers• Can we link project data with our front & back office?Can we link project data with our front & back office?• What’s the best way to deploy and monitor?What’s the best way to deploy and monitor?

Resource ManagersResource Managers• Who’s available to staff our new projects?Who’s available to staff our new projects?• Who's working on what and do they have the skills?Who's working on what and do they have the skills?

Resource ManagersResource Managers• Who’s available to staff our new projects?Who’s available to staff our new projects?• Who's working on what and do they have the skills?Who's working on what and do they have the skills?

Team MembersTeam Members• What am I supposed to be delivering this week?What am I supposed to be delivering this week?• How can I collaborate with people on my team?How can I collaborate with people on my team?

Team MembersTeam Members• What am I supposed to be delivering this week?What am I supposed to be delivering this week?• How can I collaborate with people on my team?How can I collaborate with people on my team?

Executive StakeholdersExecutive Stakeholders• What’s the status of our top 3 initiatives?What’s the status of our top 3 initiatives?• How can I see & prioritize initiatives across my org?How can I see & prioritize initiatives across my org?

Executive StakeholdersExecutive Stakeholders• What’s the status of our top 3 initiatives?What’s the status of our top 3 initiatives?• How can I see & prioritize initiatives across my org?How can I see & prioritize initiatives across my org?

Project ManagersProject Managers• When will we really finish and what will it cost?When will we really finish and what will it cost?• Can we re-use best practices across projects?Can we re-use best practices across projects?

Project ManagersProject Managers• When will we really finish and what will it cost?When will we really finish and what will it cost?• Can we re-use best practices across projects?Can we re-use best practices across projects?

Participation Across Participation Across Your Your Organization is KeyOrganization is KeyExecutive StakeholdersExecutive Stakeholders

Project portfolio management, Project portfolio management, reportingreporting

IT ManagersIT ManagersOpen, secure Open, secure

systemssystems

Project ManagersProject ManagersIntuitive project managementIntuitive project management

Resource ManagersResource ManagersSkills-based resource Skills-based resource

managementmanagement

Team MembersTeam MembersUse familiar tools to collaborate, Use familiar tools to collaborate,

report statusreport status

VisibilityVisibility InsightInsight ControlControl

Powerful Capabilities for Powerful Capabilities for Your OrganizationYour Organization

ProjectProjectManagementManagement Project TemplatesProject Templates

Methodology IntegrationMethodology Integration

SchedulingScheduling

Cost System IntegrationCost System Integration

Variance ReportsVariance Reports

Resource AllocationResource Allocation Resource SubstitutionResource Substitution

StaffingStaffingCapacity PlanningCapacity PlanningResource Resource

ManagementManagementSkill MatchingSkill Matching

Portfolio Portfolio ManagementManagement Portfolio ModelingPortfolio Modeling

Portfolio AnalysisPortfolio AnalysisScorecard ReportingScorecard ReportingTemplatesTemplates

Risk MitigationRisk Mitigation

Communication & Communication & CollaborationCollaboration Document ManagementDocument Management

Issue TrackingIssue TrackingWeb AccessWeb Access

Email NotificationsEmail NotificationsStatus ReportsStatus Reports

Outlook IntegrationOutlook Integration

Project Server FeaturesProject Server Features Document RepositoryDocument Repository

Issue ManagementIssue Management

Risk ManagementRisk Management

Status ReportingStatus Reporting

Portfolio ManagementPortfolio Management

Resource Resource ManagementManagement

What if ModelingWhat if Modeling

Time SheetsTime Sheets

PM Time Approval and PM Time Approval and gatekeeper of the gatekeeper of the projectsprojects

Task & Status Report Task & Status Report Alerts Alerts

DashboardDashboard

SharePoint IntegrationSharePoint Integration

LOB IntegrationLOB Integration

Project Guides Project Guides (Create Lifecycle)(Create Lifecycle)

Robust SecurityRobust Security

User Creatable User Creatable ReportsReports

Open InterfaceOpen Interface

Magic Quadrant for Magic Quadrant for Project Portfolio Project Portfolio ManagementManagement

Gartner, Magic Quadrant for Project Portfolio Management, Matt Light, July 11, 2003The Magic Quadrant is copyrighted 2003 by Gartner, Inc. and is reused with permission. The Magic Quadrant is a graphical representation of a marketplace at and for a specific time period. It depicts Gartner's analysis of how certain vendors measure against criteria for that marketplace, as defined by Gartner. Gartner does not endorse any vendor, product or service depicted in the Magic Quadrant, and does not advise technology users to select only those vendors placed in the "Leaders" quadrant. The Magic Quadrant is intended solely as a research tool, and is not meant to be a specific guide to action. Gartner disclaims all warranties, express or implied, with respect to this research, including any warranties of merchantability or fitness for a particular purpose.

Overview of EPK-SuiteOverview of EPK-Suite

EPM Solutions Greg Winterhalter

Project Server Strategic Project Server Strategic GapsGaps No Rollups of Risk IssuesNo Rollups of Risk Issues No Rollups of Groups of Project TasksNo Rollups of Groups of Project Tasks No Timesheet DelegationNo Timesheet Delegation Time/Progress LockTime/Progress Lock Requires Project ScheduleRequires Project Schedule No Budget trackingNo Budget tracking No Project Initiation Life CycleNo Project Initiation Life Cycle No Scorecard MeasurementNo Scorecard Measurement

Design GoalsDesign Goals Value for each user role in business Value for each user role in business

processprocess ALL workALL work Handle range of PM maturity levels Handle range of PM maturity levels

included mixed included mixed On Project Server 2003 platform in On Project Server 2003 platform in

PWAPWA Customizable and extensibleCustomizable and extensible Payback in 90 days as well as longer Payback in 90 days as well as longer

term gains with EPMterm gains with EPM

Value for Each RoleValue for Each Role C-level, Senior ManagementC-level, Senior Management

Align effort with business objectivesAlign effort with business objectives Capacity managementCapacity management Business process thro stage gatesBusiness process thro stage gates Top down planningTop down planning

Resource and project managersResource and project managers Resource planningResource planning Parallel TS approvalParallel TS approval BudgetingBudgeting

Team membersTeam members Plan non-working timePlan non-working time Actuals and progress on one pageActuals and progress on one page CollaborationCollaboration

AccountingAccounting Locked down actuals by account code in tablesLocked down actuals by account code in tables

Account for ALL workAccount for ALL work

A complete inventoryA complete inventory Prioritized to business objectivesPrioritized to business objectives Matched against resources' capacityMatched against resources' capacity Business processes through stage gatesBusiness processes through stage gates Tracked through timesheet systemTracked through timesheet system

Overview of Product Overview of Product LineLineFull system built on MS Project Server Full system built on MS Project Server

platformplatform Seamlessly integrated with Project Seamlessly integrated with Project

Server/Project Web AccessServer/Project Web Access Users have a single User Interface and Users have a single User Interface and

single DB for all functionssingle DB for all functions

EPK modules obey all PWA securityEPK modules obey all PWA security EPK objects controlled by normal PWA EPK objects controlled by normal PWA

Administrative functionsAdministrative functions Performance/scalability improvementsPerformance/scalability improvements

Project Managers

Architecture Architecture

Documents, Issues, RisksProjects, Tasks, Resources

Portfolio Items, budgets, resource plans, stage-gates, workflow rules in EPK

All Other Users

Line of Business Systems

with EPK extensionswith EPK extensions

Some UsersSome Users AIMCOAIMCO Carnival Cruise LinesCarnival Cruise Lines Cox CommunicationsCox Communications Harcourt Harcourt Mazda USAMazda USA Mercy Medical CenterMercy Medical Center Sunbeam Sunbeam WachoviaWachovia Yellow RoadwayYellow Roadway

EPKEPK-Suite™-Suite™

PortfolioPortfolio - - through your business process through your business process from wish list item to close out, align efforts with from wish list item to close out, align efforts with corp objectives, top-down planning and budgeting, corp objectives, top-down planning and budgeting, benefits management, reportingbenefits management, reporting

ResourcesResources - - resource planning and resource planning and management at item/project levelmanagement at item/project level

TimesheetsTimesheets - - full functionality timesheet for full functionality timesheet for task status and billing/chargeback/project task status and billing/chargeback/project accountingaccounting

CollaborateCollaborate - WSS integration across items - WSS integration across items and projects for views that can be filtered and and projects for views that can be filtered and grouped on PI/project attributesgrouped on PI/project attributes

PortfolioPortfolio Handles ALL effort Handles ALL effort

ProjectsProjects Support/OperationsSupport/Operations Initiatives, proposals, investment opportunitiesInitiatives, proposals, investment opportunities

““Stage-gate” based workflowStage-gate” based workflow Custom metadata such as alignment with Custom metadata such as alignment with

corporate objectivescorporate objectives Roll-up of milestones and graphical indicatorsRoll-up of milestones and graphical indicators ““Drill-down” into multiple projects via httpDrill-down” into multiple projects via http User definable views with advanced sorting, User definable views with advanced sorting,

grouping, filtering, color patterns, symbologygrouping, filtering, color patterns, symbology Create projects w/o Windows clientCreate projects w/o Windows client Top-down budgeting by hours, headcount Top-down budgeting by hours, headcount

(FTEs), cost(FTEs), cost

EPK PortfolioEPK Portfolio Portfolio items that need not be associated with Portfolio items that need not be associated with

Microsoft Project schedules, for example as Microsoft Project schedules, for example as proposed projects before a schedule is createdproposed projects before a schedule is created

Portfolio custom fields including URLs that can be Portfolio custom fields including URLs that can be used to integrate with other web systemsused to integrate with other web systems

Top-down planning of initiativesTop-down planning of initiatives

Project initiation from PWAProject initiation from PWA

Any number of cost type – by quantity, cost, Any number of cost type – by quantity, cost, hrs/FTEs – for top down estimating, budgeting, hrs/FTEs – for top down estimating, budgeting, resource planning, forecast values from schedules, resource planning, forecast values from schedules, and even external data fed into the EPK databaseand even external data fed into the EPK database

Viewing formats that include a balanced Viewing formats that include a balanced scorecard, gantt chart, multiple cost types, scorecard, gantt chart, multiple cost types, graphical indicators and moregraphical indicators and more

Portfolio GatesPortfolio Gates

Portfolio item security maintained by item ownerPortfolio item security maintained by item owner

Portfolio items can be broken down Portfolio items can be broken down into Work Itemsinto Work Items

multiple cost types can be viewed (such as budget and multiple cost types can be viewed (such as budget and

timesheet actuals) and values compared with color codingtimesheet actuals) and values compared with color coding

Decision support via the Decision support via the

interactive Analyzerinteractive Analyzer

Program and Multi-Project Program and Multi-Project ManagementManagement

Roll-up of graphical indicators by department, Roll-up of graphical indicators by department, location, status, stage of approval, etc.location, status, stage of approval, etc.

Roll-up of milestones to project level (identification Roll-up of milestones to project level (identification of which milestones are to be rolled-up can be of which milestones are to be rolled-up can be controlled by the Project Manager)controlled by the Project Manager)

Drill-down into multiple projects at the same time. For example filtering to Drill-down into multiple projects at the same time. For example filtering to view all my department’s tasks on all projectsview all my department’s tasks on all projects

Advanced filtering/sorting/grouping, including pre-filters carried out server-Advanced filtering/sorting/grouping, including pre-filters carried out server-side to improve system performance. Grouping and sorting are two side to improve system performance. Grouping and sorting are two independent functions, permitting great flexibility of displaysindependent functions, permitting great flexibility of displays

Unique Logic Scanner view allows web users to walk through multiple Unique Logic Scanner view allows web users to walk through multiple projects, tracing by predecessor/successorprojects, tracing by predecessor/successor

Project Portfolio ViewsProject Portfolio Views

““Top-down” portfolio management, Top-down” portfolio management, including project inventory, “stages”-including project inventory, “stages”-based workflow/approval, web- based based workflow/approval, web- based project initiation, budgeting in $/work-project initiation, budgeting in $/work-hours/FTEs.hours/FTEs.

Views can be easily designed Views can be easily designed including “rules” for roll-ups, gantt including “rules” for roll-ups, gantt bar styles, graphical symbols, etc.bar styles, graphical symbols, etc.

Printing/Print Preview of any Portfolio Printing/Print Preview of any Portfolio Center or Projects Explorer view Center or Projects Explorer view

ResourcesResources

Includes all work including non-working Includes all work including non-working time and operational and supporttime and operational and support

““Contract” between RM and PM at PI Contract” between RM and PM at PI levellevel

Spreadsheet metaphor for resource Spreadsheet metaphor for resource planningplanning

Planning of non-working time in futurePlanning of non-working time in future Can compare with rolled up MS Project Can compare with rolled up MS Project

assignmentsassignments Assists the “negotiation” process of Assists the “negotiation” process of

staffing all work (both project and staffing all work (both project and operational)operational)

EPK ResourceEPK Resource

The The EPK-Resources™EPK-Resources™ module module provides comprehensive facilities to provides comprehensive facilities to assist all managers with the process assist all managers with the process of planning and balancing their staff of planning and balancing their staff workloadworkload

Manager View of StaffManager View of StaffNon Work HoursNon Work Hours

Includes a vacation/time-off planner which allows staff and Includes a vacation/time-off planner which allows staff and managers to plan time off, and assure that managers know managers to plan time off, and assure that managers know the resource won’t be available for assignments that day. the resource won’t be available for assignments that day. When the When the EPK-TimeEPK-Time module is also used, scheduled time-off module is also used, scheduled time-off automatically appears in users’ timesheets in the automatically appears in users’ timesheets in the appropriate period.appropriate period.

RM Allocating Res to RM Allocating Res to ProjectProject

Managers can see Managers can see allall their staff’s current commitments to their staff’s current commitments to both project work and operational/support efforts.both project work and operational/support efforts.

When assigning resources to any effort, managers can view When assigning resources to any effort, managers can view their remaining availability for new worktheir remaining availability for new work

Resource Project Resource Project AllocationAllocation

Line managers can do the resource planning of Line managers can do the resource planning of their staff’s portion of a project, and the project their staff’s portion of a project, and the project manager can use these plans as resource manager can use these plans as resource commitments when doing the detail task planning commitments when doing the detail task planning and assignments and assignments

Allow managers to analyze the effect of late Allow managers to analyze the effect of late projects on their staffing plans. The current projects on their staffing plans. The current Microsoft Office Project Professional 2003 forecast Microsoft Office Project Professional 2003 forecast of resource assignments can be viewed against of resource assignments can be viewed against the original resource plans and commitmentsthe original resource plans and commitments

The current resource requirements based The current resource requirements based on the project forecast can be “pivoted” on the project forecast can be “pivoted” against the original resource plan against the original resource plan commitmentscommitments

TimesheetsTimesheets Timesheet covers Timesheet covers allall effort, not just “projects” effort, not just “projects” Task status and hours are independentTask status and hours are independent Allows charge of hours at project/phase level Allows charge of hours at project/phase level

rather than only detail tasksrather than only detail tasks Charge time without requiring task assignmentsCharge time without requiring task assignments Fiscal period reporting/interfacing of actual Fiscal period reporting/interfacing of actual

hours/costshours/costs True dual approval. RM+PM for hours, + PM for True dual approval. RM+PM for hours, + PM for

task status.task status. Vacation/non-working time plannerVacation/non-working time planner Interface with external systems (accounting, Interface with external systems (accounting,

chargeback, billing)chargeback, billing) Both “lock-down” of individual/department Both “lock-down” of individual/department

timesheets and administrative “close out”timesheets and administrative “close out” High performanceHigh performance

EPK TimeEPK Time EPK-Time™EPK-Time™ covers covers allall effort, not just “projects”. Non-working time effort, not just “projects”. Non-working time

(vacation, sick, etc.) and operational charges (support, meetings, (vacation, sick, etc.) and operational charges (support, meetings, personnel matters, etc.) are easily handled without task personnel matters, etc.) are easily handled without task assignments.assignments.

Hours can be charged at the project or phase level, not just against Hours can be charged at the project or phase level, not just against detail tasks. Many users want to collect hours against their detail tasks. Many users want to collect hours against their “projects” or “programs”, but report schedule progress at the detail “projects” or “programs”, but report schedule progress at the detail task level. task level. EPK- Time™ EPK- Time™ allows this, and also supports actual hours allows this, and also supports actual hours charged to summary items if desired. Different levels can even be charged to summary items if desired. Different levels can even be charged for different portions of the project. Task progress and charged for different portions of the project. Task progress and hours charged are maintained independently.hours charged are maintained independently.

Project Managers do not have to assign resources to tasks in order Project Managers do not have to assign resources to tasks in order to permit charging of time worked. This greatly simplifies the to permit charging of time worked. This greatly simplifies the administrative effort to support timekeeping, and also reduces the administrative effort to support timekeeping, and also reduces the number of assignments in the database, with a subsequent number of assignments in the database, with a subsequent improvement in performance.improvement in performance.

Both the Resource Manager and the Project Manager can approve Both the Resource Manager and the Project Manager can approve hours charged. The Project Manager also approves detail task hours charged. The Project Manager also approves detail task progress.progress.

EPK TimeEPK Time Managers control the opening and closing of items for Managers control the opening and closing of items for

charging, thus preventing improper charges to both future charging, thus preventing improper charges to both future and closed work items.and closed work items.

Resource Managers can approve all timesheets from their Resource Managers can approve all timesheets from their department with a single click, or they can individually department with a single click, or they can individually approve/reject as desired.approve/reject as desired.

A notes capability is provided, allowing easy communication A notes capability is provided, allowing easy communication between team members, resource managers, and between team members, resource managers, and department managers on specific timesheet issues.department managers on specific timesheet issues.

Managers can view timesheet data from team members Managers can view timesheet data from team members even even beforebefore the timesheet is submitted. This allows them to the timesheet is submitted. This allows them to track how things are going during the week.track how things are going during the week.

Managers can also lock timesheets, preventing further edits. Managers can also lock timesheets, preventing further edits. This lock can be by individual resource/time period.This lock can be by individual resource/time period.

The Timesheet Administrator can close a period, preventing The Timesheet Administrator can close a period, preventing edits, additions, or status changes by anyone.edits, additions, or status changes by anyone.

Approvals, rejections, submitted, recall, locked, and closed Approvals, rejections, submitted, recall, locked, and closed status are clearly indicated with graphical symbols in all status are clearly indicated with graphical symbols in all timesheet views.timesheet views.

EPK TimeEPK Time

Users can delegate completion of Users can delegate completion of timesheet or approvals to another timesheet or approvals to another user user

EPK-CollaborateEPK-Collaborate

Rollup of all Issues to Enterpise LevelRollup of all Issues to Enterpise Level Rollup of all Risks to Enterprise LevelRollup of all Risks to Enterprise Level

EPK CollaborateEPK Collaborate Manage Windows SharePoint Services sites for Manage Windows SharePoint Services sites for

portfolio items and Project schedulesportfolio items and Project schedules Standardized WSS list fields can be set up across Standardized WSS list fields can be set up across

sites made with different template versions for use sites made with different template versions for use in Explorer viewsin Explorer views

Users can go to WSS sites from links in the Users can go to WSS sites from links in the Portfolio Center and team members can access Portfolio Center and team members can access sites from their timesheetsites from their timesheet

WSS list items can be viewed from multiple WSS list items can be viewed from multiple portfolio items and projects in one Explorer viewportfolio items and projects in one Explorer view

List item attributes can be used for sorting and List item attributes can be used for sorting and filtering in Explorer viewsfiltering in Explorer views

PricingPricing Full Suite - Full Suite - $125/$125/ resource and userresource and user Timesheet only SuiteTimesheet only Suite - - $60/resource and $60/resource and

useruser

Includes all support and new versions for 1 yearIncludes all support and new versions for 1 year Then support and new versions at 20% Then support and new versions at 20%

annuallyannually

Licenses based on total number of Licenses based on total number of active active resources and usersresources and users

Discount scheduleDiscount schedule 500 users 500 users 10%10% 1000 users1000 users 20%20% 2000 users2000 users 30%30% 4000 users4000 users 40%40%