Deploying Resource Management with MS Project Online_Projility
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This document discusses resource management with Microsoft Project Online. It begins with an agenda and introductions. It then discusses that resource management is a top priority for many large enterprises. Key challenges with resource management are outlined. The main components of resource management in Project Online are defined, including the resource pool, engagements, time tracking, and reporting. Typical roadmaps and lessons learned for implementation are shared. The presentation encourages attendees to reach out for more information or help with resource management in Project Online.
Deploying Resource Management with MS Project Online_Projility
- 1. Resource Management with Microsoft Project Online December 5, 2018
- 2. Agenda • Introductions • What is the Business Problem? • Project Online Resource Management Components • Successful Implementation & Roadmap • Q & A 2
- 3. Recognized PPM Experts ‘Microsoft recommends that customers work with a certified PPM partner to help navigate the options and ensure a successful deployment.’ Magic Quadrant for PPM June 2018
- 4. Services and Solutions Deployment + Consulting Services Software Solutions Support • Microsoft PPM Deployments • Systems Integration • Power BI/Analytics • PMO Consulting + Staffing • Hammerhead PPM Data Warehouse • Hammerhead PPM Data Analytics for Power BI • Hammerhead PWA Migrator • ExpertCare Post Go Live • Admin/PMO Staffing • Training
- 5. Introductions Rob Hirschmann, Partner, Projility 15 years leading enterprise project and portfolio management rollouts for large organizations Background in project portfolio management, business process automation and enterprise collaboration Director, Microsoft Consulting Practice MSProject user since 1994 (really…) Projility (www.projility.com) provider of Microsoft Project/PPM services and tools [email protected] Twitter: #robh_Projility
- 6. 95% of large enterprises polled named Resource Management their TOP priority within PPM!
- 7. The Business Problem 95% of large enterprises polled named Resource Management their TOP priority within PPM! Never enough resources More than enough work Little internal data to support the discussion
- 8. ▪ ▪▪ ▪ Resource ownership today
- 9. Key Resource Management Challenges • Organizational resources are controlled by multiple groups and managers • Resources often work across boundaries on different types of projects • Non-project activities take up much of a team member’s time • Tracking happens (if at all) within a timesheet system not setup to support resource planning • Management wants/needs a better grasp on who is working on what • Reporting is manual and spreadsheet-intensive • CIOs and PMOs look to technology to assist
- 10. What is Capacity Planning? Resource capacity planning is a tool and process used to determine the resources needed by an organization in order to meet future workflow demands that stem from the need to increase capacity or a move to a new system, workflow or business process. It requires: • determining the current resources required to support today’s workload • comparing that to the future resource needs (pipeline of potential work) The goal is to determine how many resources are required to meet the capacity needs of the organization, now and moving forward, to set realistic business expectations.
- 11. Resource Management in Project Online
- 12. Resource Definition and Types Enterprise resource pool Generic resources Resource custom fields Intake/Request approach Resource Engagements Resource constraint analysis in Portfolio Management Time-tracking Reporting and Analytics Core Resource Management Components
- 13. Enterprise Resource Pool (PPM) 13 • Central mechanism for storing, accessing and reporting on organizational resources (people, roles, equipment, capital) • Configurable to reflect specifics of an organization and related metadata, departments • Can be fed by Active Directory to support updating resource information and single sign-on • One per instance of PWA
- 14. Human resources • Use to determine ACTUAL capacity based upon actual resource availability • Can be grouped by skill, department, location, manager, etc… • Drives forecasted and actual work, performance monitoring during the planning process • Need to capture actual performance to accurately reflect capacity 14 Jim Project Manager IT Applications Department Specialties: SAP, Dynamics, PowerBI Capacity: 40 hours per week Dedicated to project-based work only Jane Systems Administrator IT Infrastructure Department Specialties: Dynamics, PeopleSoft HR Capacity: 20 hours to project work, 20 hours to KTLO/non-project work Shared across projects and IT support
- 15. Generic resources 15 • Used in early planning to gather high-level resource requirements • Used to request generic profile • Helps monitor supply and demand • Supports headcount management and hiring decision • Foundation for Resource constraint analysis in Portfolio management Developer Architect DBA Project Manager Plumber Foreman Electrician
- 16. Resource Custom Fields 16 • Meta-data definitions for your resources • Supports text, list, number, cost, flag, formula types • Used in reports, grouping, filtering, resource matching, resource constraint analysis, and more • Used as keys to integrate with external systems Role Team Cost Center Skills Location Manager Department Level Division RBS
- 17. Project/Work Intake Start of the Process • Capability to capture new work requests (Project, Non-Project, Admin, Keep the Lights On) • Mechanism to capture project/work metadata in detail in order to categorize and analyze request • Multiple ‘Project Types’ that allow for separate capture forms (called Project Detail Pages), data, reviewers
- 18. Resource Engagements 18 • Pre-project (idea/opportunity) + in flight (request based upon change in resource availability) • Helps managers identify bottlenecks and initiate formal resource requests • Used by resource managers/line managers and Project managers collaboratively • Supports Generic and Named resource allocations • Designed to support gaining approvals • Improved Resource Center analysis views In Project Pro desktop In Project Web App (browser) Analyze/AllocateCapture Requests
- 19. Project/Work Intake Option: SharePoint Intake • Ability to capture work requests OUTSIDE of PWA/PPM • Good tool for broader idea capture (pre-project) • Supports a ‘many to 1’ approach of ‘many ideas become one project’ conversion* • Supports workflow approvals • ‘Convert’ an idea to a Project Type when the time is right! *Requires Hammerhead add-on solution or customization
- 20. Intake Workflow/Governance • Tool for applying a review/request process • Allows for – Phases – high level phases of governance – Stages – details tasks and data that must be captured to move projects through the lifecycle • Sits ‘above’ a project as a method of governing, controlling, and reporting on project state • A Stage in the process could include ‘Complete resource request and approval’ Workflow drives consistent processes and good governance
- 21. Forecasting Resources: Option 1: Schedule ROM • Uses schedule templates to improve forecasting • Requires a basic level of scheduling maturity (key assumption) • Upside: fast-tracks the project planning process, can be converted into an actual working plan once the project is approved • Downside: you may not have the level of detail required to build out a plan at this point in the lifecycle (often comes later) • Best for: Pre-project forecasting of resources by role; generates target workload/demand
- 22. Forecasting Resources Option 2: Engagements • Upside: support analysis and approval of resources (named, generics) by a manager prior to assignment, supports Portfolio Analysis • Downside: requires one by one requests or ‘300%’ requests (not like a spreadsheet) • Best for: capturing demand at a high level for resources, requesting changes for in-flight projects 22
- 23. Resource constraint analysis 23 • Key part of the overall Portfolio Analysis process with Cost Analysis • Show aggregate resource surpluses and deficits by roles • Supports resource headcount simulations
- 24. Resource Time-tracking 24 • Allow for time collection of actual work values from resources • Users can plan and track non-project time • Approval process between team members, resource managers and project managers or…Project managers update schedules as they get updates from team members (manual updates)
- 25. Resource Reporting/Analytics 25 • Ability to gain insight into current state • Ability to ‘look forward’ and trend potential bottlenecks and problems • Tools to analyze information and make business decisions with the appropriate Resource or Functional Manager
- 28. Typical Resource Management Roadmap Phase Components Timeline Value Phase 1 – Initial Rollout/Pilot • Resource Pool • Generic and Named resources • Schedule-based forecasts • Basic task / time tracking • Level 1 reporting 3-6 months • Initial supply v demand planning • View into resource allocation and workload • Ability to forecast 3 months out Phase 2 – Extended Rollout • Add fixed cost resources • Grow Generic skills library • Resource Engagements • Project and Non-Project time capture • Trend analysis on work (plan versus actual) variances • Level 2 reporting • 3-6 month rolling forecasts 6-18 months • Ability to do ‘slot management’ for upcoming work • Forecasting into project v non-project work breakout • Resource maximization and cost reduction Phase 3 – Broader Enterprise Rollout • Detailed skills mapping • Integration with HR system • Resource Engagements for in- flight resource changes • Enterprise Level Capacity Planning and Resource Analysis • 12 month rolling forecasting 18-36 months • Strategic and Tactical resource management • Budget forecasting for current and future years • Skills management to support hiring/contracting work Tactical Strategic
- 29. Strategic Tactical Operational What? Why? How? Who? Continuous Improvement
- 31. For more good ideas… Check out our blog: http://www.projility.com/blog/ Topics: • A Three-Spoke Approach to Resource Management • How to Quickly put an effective resource management plan in place • Strategies for getting your organization ready for MS PPM • What a C-suite executive should expect for their PPM Automation investment And many more! 32
- 32. For More Information or to get help SupportEnhanceDeployAssess Reach out to setup time for a one-hour Assessment and Recommendation session [email protected] attn: Resource Management in Project Online
- 33. Q & A
- 34. Contact Us Rob Hirschmann, Partner O: 703.448.6777 x706 C: 443.226.6160 [email protected] www.projility.com