MS Project 2002 - MS Project 2002 -

Post Implementation AnalysisPost Implementation Analysis

John Sage

Aegon

AIT - PMO

Project Manager

Aegon - BackgroundAegon - Background

“Biggest Company Nobody Has Heard Of”

Based in The Hague, Netherlands Life Insurance, Annuities, Pension Management 23,000 employees worldwide Growth through acquisition – Transamerica, Providian,

JC Penney (Insurance) Aegon, USA – 10,000 employees US Sites – Cedar Rapids/IA, Louisville/KY, St.

Petersburg/FL, Los Angeles / CA, Kansas City / MO, Atlanta / GA, Plano / TX, Charlotte / NC, Purchase / NY, Baltimore / MD

Information Technology Staff - 600 employees

AIT – PMO Background AIT PMO approved in 2001 Critical first step was developing our project process

methodology based on PMI’s PMBOK and tailored to Aegon culture. (January - June 2002)

MS Project was the de-facto standard for a PM tool. (98 & 2000) Aegon, USA owned about 2,000 licenses Aegon, USA was moving from a more autonomous regional site

structure to a centralized IT functionality with distributed team members

A centralized project database was created to support some very basic portfolio functionality inclusive of reporting. This was developed with MS Access

As the PMO and the PM processes quickly matured to the next level the MS Access database no longer served the need

MS Project 2002 - DecisionMS Project 2002 - Decision Factors driving decision on a Portfolio Management Tool

decision:– Existing de-facto standard was MS Project & meant possible easier

implementation

– Heavy investment in MS Project

– Microsoft upgrade incentive was a huge potential savings

– New features met key shopping list items:

• Easy access from multiple locations

• Adequate security by roles & responsibilities

• Repository for project related documents & issues

• Ease of use, especially by project team members

• Portfolio analysis tool was needed

• Reporting - “Ad Hoc” & “What If” support

MS Project 2002Predefined Security Groups

ŸAdministratorŸŸExecutiveŸŸPortfolio ManagerŸŸProject ManagerŸŸResource ManagerŸŸTeam LeadŸŸTeam Members

Users publishing projects to the projectserver are auto-assigned to this group.

Resources with assignments are auto-assigned to this group.

MS Project 2002Predefined Categories

My Organization - All projects with all views of the data available.

Administrators, Portfolio Managers, Executives

My Projects - All projects that a user manages or is assigned to with allviews of the data available.

Project Managers, Team Leads, Resource Managers

My Tasks - All projects that a user is assigned to with only a view of theassignments of those projects.

Team Members

My Resources - Data that covers the resources reporting to a user.

USERS

GROUPS CATEGORIES

RIGHTSAND

VIEWS

MS Project 2002Enterprise Mode Architecture

ProjectWeb

Access

ProjectProfessional

IIS SERVER SQL SERVER

PortfolioData

Service(Security Layer)

ProjectBusiness

Object

OLEDBProvider

Share PointTeam

Services

NotificationProcessEngine(SMTP)

SQL 2000Enterprise VersionAnalysis Services

OLAPCUBE

(Online analyticalprocessing)

EnterpriseTables

ProjectServerTables

ProjectData

Tables

ViewTables Resource

Project

Got PM Process?Got PM Process?

• Develop PM process first.

• Use tool to reinforce the process.

Show Me the DigitsShow Me the Digits

Total Project Server Accounts - 400 Administrators - 4 Executives - 38 Project Managers - 75 Project Team Members - 283

Current Project PortfolioCurrent Project Portfolio

Total Current Projects = 67

Top 10 Reasons To Use MS 2002Top 10 Reasons To Use MS 20021. Central Project Repository (Enterprise Collaboration)

2. Project Web Sites

3. Utilizes Existing Windows Authentication

4. Web Enabled

5. Enterprise Resource Pool

6. Scheduled Status Reports

7. Custom Enterprise Fields

8. Exchange Interface (Task assignments, overdue notification, status reports, changes, etc.)

9. Project Guide

10. Project Analyzer / Project Modeler

Central Project Repository - 1Central Project Repository - 1

Project Web Sites - 2Project Web Sites - 2

Utilizes Existing Windows Utilizes Existing Windows Authentication - 3Authentication - 3

Web Enabled - 4Web Enabled - 4 Project Web Site -

http://crdcintranet2/251/

Project Web Access (Home Page)

http://project.aegonusa.com/projectserver/home/homepage.asp?loading=1

Enterprise Resource Pool - 5Enterprise Resource Pool - 5

Status Report – 6-1Status Report – 6-1

Status Report – 6-2Status Report – 6-2

Status Report – 6-3Status Report – 6-3

Custom Enterprise Fields - 7Custom Enterprise Fields - 7

Exchange Interface - 8Exchange Interface - 8 Please update your status on the tasks listed below. Thank you.

Project: XP-LA Assign to: Sage John ---------------------------------------------------------------------- Task Name: Contact and train project team on PWA Start: 4/1/03 Finish: 4/3/03 Work: 16h Rem Work: 0h -----------------------------------------------------------------------

To view and respond to the changes, please connect to your Microsoft Project Web Access timesheet at http://project.aegonusa.com/ProjectServer/Tasks/Taskspage.asp?AllTasks=1&FilterBy=9&GanttView=0.

To turn off these notifications, please connect to http://project.aegonusa.com/ProjectServer/notifications/self_notifications.asp and clear the check box for task notifications.

Microsoft Project Server

Project Guide - 9Project Guide - 9

Project Analyzer - 10Project Analyzer - 10

Project Modeler - 10Project Modeler - 10

Project Modeler - 10Project Modeler - 10

IssuesIssues

WAN performance for MS Project 2002 Professional

requires Terminal Server or Citrix for adequate throughput

(Project Managers)

Keyword search of project documents not working

More document management features like version control

Next StepsNext Steps

Customize Project Guide

Implementation in non IT areas

Analysis and testing of next release

QUESTIONS / COMMENTS ?