Managing cash flow in Primavera P6 - Oracle Primavera P6 Collaborate 14
Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
-
Upload
rajeev-varma -
Category
Documents
-
view
218 -
download
0
Transcript of Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
1/59
Pharmaceutical Project Portfolio ManagementComparison of Microsoft EPM vs. Primavera P6 v7
Sarah Benjamin
Taurus Project Controls
April 2012
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
2/59
The Agenda
Speaker
Types of Projects Transition from Manual Tracking into Enterprise Tool
Dimensions
Project Prioritization Budget Management for the Portfolio
Resource Management
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
3/59
Speaker
Sarah Benjamin
Project Scheduler Primavera P6 v7 Web Lead
Project Portfolio Manager
Consultant
Email: [email protected]
Linked In: http://www.linkedin.com/in/sarahbenjamin
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
4/59
Who We Are
Taurus Project Controls
Consulting firm formed in 2011
Interactive Planners
Schedulers
Portfolio Managers
Cost Engineers
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
5/59
Why Use Project Portfolio Management
Enhancement of the project by project scheduling system
Central system for project status that allows one-stop shopping foranswers to
“Where Are We Right Now?”
“Where Are We Going?”
“What Are We Doing Next Year?”
“What Issues and Risks Are Affecting Projects?”
Site-wide project prioritization based on business drivers
Internal resources need visibility of workload and site priorities
Flexible Cost Forecasting and Reporting
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
6/59
Types of Biotech Projects
Projects within the scope of Project Controls for each facility aretypically capital improvements
Good Manufacturing Practices (GMP)
Change Control / Regulatory Approvals
Impact Assessments Implementation Plans, Test Plans, Validation Reports
Example Projects:
Changes to Process Equipment to accommodate new products
Valve Replacements
Tank Repairs
Utility System Maintenance
Automation Improvements
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
7/59
Types of Data in the PM System
Project Business Drivers and Priority
Schedule Tracking High Level Cost Forecasting
Project Notes
Types of Data Not in the PM System
• Transactional Cost Tracking
• Resource Tracking for All Projects
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
8/59
Situational Comparison of Microsoft EPMvs. Primavera P6 v7
This is a situation comparison of two biotech companiesbased on my personal experience over the last 4 years
Both companies are large corporate biotech manufacturers
Company A is bigger and more mature
Company B is not quite as big and has not been
manufacturing products as long as Company A
This is NOT a feature to feature checklist of all possiblesoftware functionality in the two systems
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
9/59
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
10/59
Excel Project List – The Manual Method
Disadvantages:
No single version of the Truth.
Missing Important Data like Phase, PMs, Dates, Budgets, Sponsors
Schedule Dates Not Driven By Actual Schedules And Often Outdated
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
11/59
Enterprise System ArchitectureDifferences
Company A’s Primavera System Maintained In-House Speed of System = Fast
Cost per Year < $50k Speed of System via VPN = Medium Maintenance/Updates = Slow
IT Support = Slow Data Loss / Backups = Challenging due to DB restoration process Reporting Capabilities = Accessible, customizable, non-graphical
Company B’s Microsoft EPM System Hosted Remotely Speed of System = Slow Cost per Year > $100k Speed of System via VPN = Slow (but VPN not required)
Maintenance/Updates = Fast
IT Support = Medium Data Loss / Backups = Manageable due to Automatic Archive DB
Reporting Capabilities = Challenging, OLAP cubes may need consultant support, graphical
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
12/59
Company AOracle Primavera P6 Web Portfolio Gantt
P6 provides more options for Multi-Project Gantt view like showingmilestones for each project.
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
13/59
Company BMicrosoft EPM Web Portfolio Gantt
Microsoft EPM has a standard Portfolio level Gantt chart view thatshows one bar per project.
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
14/59
#1 Reason for Project Portfolio Management:Schedule Management
Centralizing All Project Schedules is the #1 Reason PPM
Systems are Implemented
Schedules can have inter-project links Schedules are more visible to all users of the software Schedule updating is more visible to managers Schedule reporting is simplified
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
15/59
P6 and EPM are BothRobust Schedule Management Systems
Schedule Management Features Used by Companies A & B:
Inter-project links / logic between activities Standardized schedule views – output to PDF Schedule update cycles improved Schedule reporting provided management a better view Schedule templates Activity level coding allowed enterprise level reporting
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
16/59
Oracle Primavera P6 Schedule Web View
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
17/59
Microsoft EPM Schedule in Project Professional
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
18/59
Graphical View of Schedule ProgressMade Outside of the PM Software
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
2
1 - S e p
5 - O c t
1 9
- O c
t
2 - N o v
1
6 - N o v
3
0 - N o v
1
4 - D e c
2
8 - D e c
1 1
- J a n
2 5
- J a
n
8 - F e
b
2 2
- F e
b
8 - M a r
2 2
- M a r
5 - A p r
1 9
- A p r
3 - M a y
1
7 - M a y
3
1 - M a y
1 4
- J u n
2 8
- J u n
1 2
- J u
l
2 6
- J u
l
9 - A u
g
2
3 - A u
g
6 - S e p
2
0 - S e p
4 - O c t
1 8
- O c t
1 - N o v
1
5 - N o v
2
9 - N o v
1
3 - D e c
2
7 - D e c
1 0
- J a
n
2 4
- J a
n
Week Ending
Baseline Plan (Early % Cumulative) Actual (% Cumulative) Baseline Plan (Late % Cumulative)
First Construction
Contract Awarded
May 8 (P)
Detail Design Complete -
Apr 3 (P)
Substantial
Completion Dec
23 (P)
Preliminary DesignComplete - Dec 23(A)
Baseline Plan
Actual
Baseline Critical
Status as of 31JAN09
11.8%
7.2%
3.6%
Project on Hold -Risk assessment todetermine exact scope of workrequired is ongoing.
d
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
19/59
P6 and EPM:Schedule Management Differentiators
Software Functionality Differences:
EPM is “buggy” – errors arise in schedules. It is hard topinpoint root cause
Customer Support for troubleshooting issues is much
better with P6 Baseline functionality is better in P6
Unlimited baselines
Naming conventions Date stamp for last updated
Layout customizations are better in P6
#2 R f P j t P tf li M t
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
20/59
#2 Reason for Project Portfolio Management:Cost Management
Cost Tracking in Project Portfolio Management Software
High Level – Total Project Budgets / Forecasts
Detailed Level – Cash flow per week
Resource coding available for filtering costs Resource Graphs show Cash Flow if detailed in schedule
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
21/59
Cost Tracking Spreadsheet in P6
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
22/59
Cost Tracking Spreadsheet in EPM
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
23/59
Cost Curves in P6 and EPM
P6
EPM
#2 Reason for Project Portfolio Management:
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
24/59
#2 Reason for Project Portfolio Management:Cost Management
Software Functionality Differences:
EPM is “buggy” – forecast may change when merelyopening a project. Hard to pinpoint root cause
Customer Support for troubleshooting issues is much
better with P6 Graphical cash flow curves are possible with either tool for
the detailed activity level data, but portfolio high-levelcash flows are not as simple
#3 Reason for Project Portfolio Management:
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
25/59
#3 Reason for Project Portfolio Management:Project Selection Assistance
Project Selection encompasses the initial phases a project goesthrough prior to execution
RequestRough
ScopingInitial
Approval
DetailedExecution
Planning
Final Approval
ExecutionWhich Projects Should Be Approved?
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
26/59
Project Status = Most Important Field
Proposed ApprovedIn Close OutCompleteCancelledDeferred
ProposedSG1 ApprovedSG2 ApprovedCompleteCancelledDeferred
Company B’s Options:Company A’s Options:
Project Status Code is shown in every view and report
Approvals are milestones in every schedule
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
27/59
Elements of Project Selection
What is not kept in codes and milestones? The
general story behind status changes. Why is thisimportant? Everyone wants to know which meetingProject X got approved. How did we incorporate this?
P6: Project Level Notebook. EPM: Multi-line textfield in PWA
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
28/59
Project Notes = Story Line to the Project
Microsoft EPM View: Project Web Application
Disadvantage: Need to Open Project in PWA each time to view or edit notes
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
29/59
Company A’s Notebook Example
0082 Project Notebook Example:
Project Team Update13Apr11 (AVS/PTeam): Per DJW- a meeting to discuss BCRB status to be held on 15Apr11.
30Mar11 (DJW) BCRB pending02Mar11 (AVS/PTeam):Wait in for BCRB16Feb11 (AVS/PTeam) Waiting for APO to Implement SOP.0814Feb11 (DJW) Per CC meeting on 07Feb11 : Change was discussed to whether proceed with the change or cancel. It was
decided by the subcommittee to proceed with the change since it captures the rational to remove the need to complete a CIPbetween two consecutive make-ups of the same buffer in Suite Support. Change endorsed by all stakeholders; however, stillpending the BCRB endorsement form
24Jan11 (AVS): Per email from DJW: 'Waiting on a memo. There will be no PQs required. Following that, the change cannot be madeuntil Demo period is over and another regulatory round is complete. Expect Jun 2011 at this point.'
11Jan11 (DJW): Meeting on 07 Jan11 determined that there is reg impact. Preapproval not required. No testing required. Changecontrol to be completed. Target usage and sign off of CC for end of demo runs(May/June timeframe).
05Jan11 (AVS): No Change per DJW. Still waiting on Regulatory response. Moved DD and maintained RA approval date in21Jan2011. Rebaseline?
Oracle Primavera’s Structure for Project and ActivityNotebooks is a rich-text format and is more functionalthan Microsoft’s.
Microsoft Enterprise Project
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
30/59
Microsoft Enterprise ProjectManagement (EPM) View of Projects
Status Indicators
Cancelled
SG2 Approved
SG1 Approved
Proposed
Problem
Caution
OK
No Info
Schedule/Cost Indicators
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
31/59
Oracle Primavera P6 v7 View of Projects
Project Selection
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
32/59
Project SelectionWhich Projects Fit in the Budget?
Budgets for next year were requested between July andSeptember based on best info at that time
Budgets approved in October
Project portfolio constantly in flux
How to decide which projects are “IN”?
PRIORITIZATION!
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
33/59
Project Prioritization
Project Request
4 Business Drivers
Enterprise Project Management
P6 > Project Level User Defined FieldMicrosoft > Portfolio Analysis
Ranking of Projects
1) Project B (top priority)2) Project F
3) …4) Project L
5) Project M6) Project C (lowest priority)
C A’ B i D i
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
34/59
Company A’s Business Drivers
Impact cGMP Compliance Worker Safety & Health Environmental Impact
Critical Could result in product recall, warningletter, regulatory or enforcementaction, severe adverse effect orconsent decree.
Could result in a fatality event and/orwillful regulatory citation.
Could result in significantenvironmental impact beyond the siteboundaries and/or regulatory actionand/or legal liability.
Major Could result in critical regulatoryobservation, severe product qualitycomplaint, or equivalent. Could resultin non-compliance with approved
Level I/II.
Could result in serious injury and/orexposure to workplace health-hazardsand/or regulatory complianceviolation.
Could result in significantenvironmental impact in excess ofpermitted levels and/or regulatorycompliance violation.
Moderate Could result in batch rejections, majorobservation or multiple minorobservations.
Could result in injury or healthimpact.
Could result in and/or enhancescurrent environmental compliance.Facilitates meeting internalenvironmental objectives.
Marginal Could result in internal observation. Could result in minor injury topersonnel, no complianceissues/concerns.
Could result in and/or required tomeet current standards.
Negligible Enhances compliance in existingoperations.
Safety enhancement. Environmental enhancement.
Scoring Behind the Project Request to
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
35/59
g j qCalculate Project Score
Company A’s Excel-Based Project Request
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
36/59
Company A s Excel Based Project RequestForm Showing Project Business Driver
Company A’s Oracle Primavera P6
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
37/59
p yWeb Portfolio View – Graphical Output
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
38/59
Company B’s Business Drivers
Compliance Need
Operational Need
Capability Improvement
Unit Cost Improvement
These were ranked 0, 1, 2, or 3 based on strength and
urgency. Compliance and Operational need wereweighted higher than Capability and Unit Cost.
Microsoft Enterprise Project Management (EPM) produced a “pair-
wise” comparison of projects and ranked them in order of priority
Leadership teams judged the prioritization output and madeadjustments to keep business drivers application consistent
Microsoft EPM View of Project
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
39/59
Prioritization –Driver Prioritization
Microsoft EPM View of Project
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
40/59
Prioritization – Business Drivers
Manual Data Input from Project Request Form
Microsoft EPM View of Project
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
41/59
Prioritization - Table Output
Priority Valuesare Relative
Within EachPortfolio – Not
Consistent
Enterprise Wide
Company B’s Microsoft EPM View of
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
42/59
Project Prioritization – Graphical Output
Company B’s Microsoft Excel View of
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
43/59
Project Prioritization – Export
Advantage: These weekly Excel spreadsheets were easy to distribute, modify
and filter
Disadvantage: EPM does not export Business Driver data in the same file sotwo exports had to be merged prior to each distribution, not able to include
prioritization on standard reports
Company A’s Portfolio Report
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
44/59
Generated by Oracle Primavera P6
The Project Score is a Project Code that is easilyincluded on any view or report
P j t P i iti ti C liti
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
45/59
Project Prioritization - Commonalities
Both Companies:
Weekly Review of Priorities by Leadership Team Management Stood Behind Focus on Business Drivers
Final Score / Ranking Drove Project Prioritization
Prioritization Drove Resource Assignments
Forcing In Allowed, but Not Commonly Utilized
Systems Do Not Track Changes to Drivers
Prioritization Drove Inclusion in Overall Portfolio Budget
P j t P i iti ti Diff
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
46/59
Project Prioritization - Differences
Software Generation of Prioritization:
P6 Uses Standard Mathematical Formula
Projects Easily Ranked Against Each Other
Example: Score 14 vs. Score 12
Score is an Enterprise-wide Project Code
Microsoft Uses Pair wise Comparison
Projects Ranked within Portfolios and Score Not Easily Transferable Absolute Value of Project’s Priority Difficult to Calculate
Rankings Kept in Separate Module of EPM, Not Project Code
Project Prioritization:Theo etical s P actical
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
47/59
Theoretical vs. Practical
Both P6 and EPM use a calculation of business drivers to scoreprojects
Theoretically there are many more attributes related to whether ornot the project should be approved
There is considerable maturity still left to be gained at pharmaceutical
companies in regards to project selection
Net Present Value and Return on Investment are not factored in
Overall financial implications of doing projects versus not doing them
need to be better modeled to produce overall Value to the company
Better modeling requires more time spent on scoping the projects
P6 Portfolio View of Value Over Time
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
48/59
P6 Portfolio View of Value Over Time
Resource Forecasting
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
49/59
Resource Forecasting
High Level Resource Estimating – Immature Process
Ballpark Total Hours Provided by Each Department
Estimates Not Input into EPM or P6
Estimates Used for Approval Decision
Company A Tried Implementing a Separate ResourceManagement Tool, no integration to project schedules
Company B did not have a mechanism for calculating totalresource forecasts across the portfolio
Resource Forecasting = Political Black Hole
P6 Resource Histogram Based on Roles
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
50/59
P6 Resource Histogram Based on Roles
Microsoft EPM or Oracle Primavera P6?
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
51/59
Microsoft EPM or Oracle Primavera P6?
Strengths to Either System:
One Single Source of Project Information
Schedule Maintenance and Automatic Roll Up / Reporting
The Ability for Future Maturity:
Improved Portfolio Management Cost Forecasting / Tracking
Resource Forecasting / Tracking
Flexibility of Reporting for Varied Audiences
Business Intelligence Data Mining
Microsoft EPM or Oracle Primavera P6?Oracle Primavera P6
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
52/59
Oracle Primavera P6
Oracle Primavera P6 Wins My Heart
Speed!
Efficiency of Linking Tasks Between Project Schedules
Efficiency of Switching Between Projects for Common Taskslike updating Project Notebooks
Web Client Customization Features and Usability
Speed!
Why Did Company A Choose Primavera vs.Other Portfolio Management Tools?
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
53/59
Other Portfolio Management Tools?
Centralized Database (no file revisions)
Accessible via web portal – included with licenses
Future Integration Capabilities with SAP and/or Process SchedulingSoftware
Email Notifications about Issues
WBS Standardization
In-House Expertise – Site has utilized Primavera for 10+ years
Why Did Company B Choose Microsoft EPM vs.Other Portfolio Management Tools?
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
54/59
g
Company Culture Liked Microsoft Project
Believed MS Project is Easier to Use Less Training Required for PMs
Microsoft EPM or Oracle Primavera P6?CONCLUSION
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
55/59
Based on the robust capabilities of the Oracle Primavera P6solution compared to the relatively less mature Microsoft
Enterprise Project Management, the preference for a companywith no other influences should be toUse Oracle Primavera P6.
Certain company cultures may already be entrenched inMicrosoft technologies and may shy away from supporting a
major Oracle-based solution due to corporate standards. This
would need to be weighed with the long term commitment thatwill be made to the project management solution and thevarious headaches that will need to be overcome by theproject management departmental software users and
administrators.
CONCLUSION
Extra Slides for Reference
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
56/59
Extra Slides for Reference
The following slides are included for reference purposes
References
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
57/59
References
GMP
http://en.wikipedia.org/wiki/Good_manufacturing_practice
Oracle Primavera
http://www.oracle.com/us/products/applications/primavera
Microsoft Enterprise Project Management
http://www.microsoft.com/project/en-us/solutions.aspx
Project Server 2010: A financial management solution for projects, programs and portfolios(white paper)
http://go.microsoft.com/fwlink/p/?LinkId=216201
Portfolio strategy with Project Server 2010 (white paper)
http://go.microsoft.com/fwlink/p/?LinkId=194203
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
58/59
Thank You
-
8/18/2019 Project Portfolio Management - Comparison of Microsoft EPM and Primavera P6 v7 PPT
59/59
Thanks for listening to my story.
Feel free to contact me with questions or comments.
Email: [email protected]
Linked In: http://www.linkedin.com/in/sarahbenjamin