Unpublished Work © 2003 Treb Gatte

Program Management

Using MS Project ServerTreb Gatte

Wachovia Corporation

Permission granted to MPUG-Charlotte for distribution

Unpublished Work © 2003 Treb Gatte

Agenda

Program Management / Portfolio Management

What type of views can you develop? Examples

RYG Project Center view Headcount commitment by month - Portfolio

Analyzer view

Unpublished Work © 2003 Treb Gatte

Program Management / Portfolio Management Program Management

Group of projects managed in a coordinated way to obtain benefits not available by managing them individually.

Portfolio Management Selection and support of projects or program

investments

Unpublished Work © 2003 Treb Gatte

Available Types of Views

Date centric – Baseline – Actual – Variance Useful for mature Project organization

Red, Yellow, Green indicators Determine quickly which projects need attention

Portfolio Analyzer graphical views Aggregate information for advanced planning

Other views are possible Add on products – Dashboards, etc.

Unpublished Work © 2003 Treb Gatte

Red, Yellow, Green Indicators Benefits

Easy to spot project problems Can be driven by date or other data Common information for disparate projects

Decision Points Standard definitions of what constitutes Red,

Yellow and Green statuses Automatic calculation versus Manual setting Minimum update schedule for data consistency

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Wow, they are all green!

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RYG Setup 1

3. Select Text

4. Select Value List

5. Define Values

1. Open Enterprise Global

2. Select Project

Unpublished Work © 2003 Treb Gatte

RYG Setup 2

6. Enter Values

7. Restrict to list

8. Select OK

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RYG Setup 3

9. Select Graphical Indicators

10.Define Values

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RYG Setup 4

11.Set Conditions and Indicator

12.Select if you wish value to show

13.Select OK

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RYG Setup 5

14.Select OK

15.Save Enterprise Global

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Headcount Commitment by Month Benefits

Good way to roughly predict resource over/under allocations

Doesn’t require detailed plans or extensive skills Utilizes Estimated Data – Low Precision of Data

Decide your commitment resource boundary for long term projects

For example, you will commit 80% of staffing level so that the remaining can handle normal variance

Refine your commitment boundary up or down over time Work estimate is only valid for month breakdown

Unpublished Work © 2003 Treb Gatte

What is Needed

Process Decision point on when projects enter system

Tool Future Planning Project Template Project Status Custom Enterprise Outline Code

Proposed Active Canceled Closed

Generic Headcount generic resource Organization Custom Enterprise Outline Code

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Problem Scenario

Executive Need Manages organization of 200 people Willing to commit 75% resource capacity for future projects Needs to understand current estimate of resource

commitment for 2004 for budget and schedule negotiation Organization manages commitment calendar

(pipeline) in MS Project Server Skeleton templates used to denote initial estimates Work assigned to Generic Headcount Use Number of people X %Unit allocation to set estimated

resource level Example – 10 people X 100% allocation would be entered as

Generic Resource @ 1000% allocation

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Executive can see they have an issue in first 4 months of 2004 based on pipeline data

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Next Steps

The executive can investigate the pivot table details to determine the driver of the overage

The information can be used to negotiate schedule and budget adjustments.

This view can keep organization from over committing its capacity

Unpublished Work © 2003 Treb Gatte

Creation Steps

Project Status Drop Project Status in Filter Field area Right click on dropped field, Select Commands and Options Select Captions tab, change Select Caption to Fieldset Change caption to Project Status Preset the values as needed

Organization Drop Organization on Row area Expand the levels as needed Right click on each level, turn off subtotals Select Commands and Options Select Captions tab, change Select Caption to Field Change caption to Organization You can also drop Project Name after Organization so that you drill down to the Project level

Time Expand the Time field hierarchy in the Field list Drop Months in the Column field Drop Years in the Colum Field Preset year values as needed

Person Months of Work From the toolbar, select Create Calculated Total Enter Calculation Name and calculation of [Measures].[Work]/174 Select Captions tab, change Select Caption to Field Change caption to Person-Months Select the Format Tab Under Text format, number, highlight the value from General and type in ###,###,###.0

Save and you are done

Unpublished Work © 2003 Treb Gatte

Drop Project Status Here

Drop Organization and Project name

Here

Drop Month and Year Here

Create Calculated Total button

Available Field Button

Set to Vertical Bar Style

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Summary

There is a lot of data in Project Server Challenge is to create & deliver information Start with small number of specific questions Where to Start Tips

Project centric need – start with Project Center Aggregate across projects need – Portfolio

Analyzer

Unpublished Work © 2003 Treb Gatte

Contact Information

Treb Gatte

VP, IT Project Manager

treb.gatte@wachovia.com