Utilizing MS Project in a Governmental...
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Utilizing MS Project in a Governmental Environment Jon Smith, PMP February 17, 2011
Transcript of Utilizing MS Project in a Governmental...
Utilizing MS Project in a
Governmental Environment
Jon Smith, PMP
February 17, 2011
22
Agenda Versions
Modes
Simplified Architecture
Verbiage
Deadlines
Order of Entry
Split Screen Tool
Consolidated Files
Custom Fields
Using Account Codes
Questions/Answers
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Timesheet
ReportingResource Plans
Data Warehouse Security
Event/Notifications
Task AssignmentScheduling
Budgeting
Capabilities
Portfolio Selection
Portfolio Gov
LOB:
•ERP
•CRM
Platform
Front-end
Services
Capabilities
Project 2007 Family
© Microsoft
44
Project 2010 Family
© Microsoft
55
Modes
Tool Mode
Stand-alone
Workgroup
Server
Utilization Mode
Single Project Schedule / Gantt Chart mode
Earned Value (schedule & cost) mode
Deliverable-based mode
Service-based mode
Enhancement Tracking mode
Scrum/Agile mode
Multiple Projects w/shared resources
Program
Portfolio
Part of Performance Metrics
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Simplified Architecture
Assignments
ResourcesTasks
Project
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Verbiage
Project Triangle
Float = Slack
Start & Finish ≠ Start Date & Finish
Date
= Current Estimated Starting Date &
Current Estimated Ending Date
Effort
PMI
Schedule Cost
Microsoft
Duration
Work
Cost
Current Estimated Actual Remaining Baseline Variance
Start Actual Start Baseline Start Start Variance
End Actual End Baseline End End Variance
Finish Actual Finish Baseline Finish Finish Variance
Cost Actual Cost Remaining Cost Baseline Cost Cost Variance
Duration Actual Duration Remaining Duration Baseline Duration Duration Variance
Work Actual Work Remaining Work Baseline Work Work Variance
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Verbiage
Units on Tasks = Task Productivity
Units on Resources = Resource Availability
Tasks Units ≠ Resource Units
If tracking effort, only part-time resources < 100%
If no percentage beside name, either pad or late
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Deadlines
Typing dates are VERY BAD
Project is an auto-scheduler
Remove by Constraint Type
Only type dates for special events
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Deadlines
Constraint Example
Level Resources - Result
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Deadline Field
Use the Deadline Field
Works on summary and regular Tasks
Should be date promised to customer
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Order of Entry
Must be (not Should be):
Work
Duration
Resource
More effective to work in tabular format (Task or Resource Sheet)
If tracking effort, default Task Type probably Fixed Work
Set the field you don’t want changed as the default
Units = Work / Duration
Work = Duration * Units
Duration = Work / Units
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Split Screen Tool
Normal entry splits equal
Split screen allows adjustment on anything
Allows you to see task & resource info on same usage screen
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Consolidated Files
Each project maintained separately
Linked to shared resource pool
Each project linked to unlimited consolidated
files, but same source data
Cost, Work rollups automatic
Consolidated file reflects overall schedule
Uses MSDB, same DB as Access
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Consolidated File Example
Link to Shared Resource Pool as building
SRP must be open during link
Use Insert, Project for each file
Must open the file to populate the resources
Remember to save all files when you make changes
Can build an automatic file from the SRP
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Custom Fields
Attached to Tasks or Resources
Can attach filtered list
Can attach formulas
Can attach graphical indicators
Cannot import from Excel, only Project
Text Number Cost Duration Start Finish Flag Outline
30 20 10 10 10 10 20 10 / 40
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Using Account (Outline) Codes
Can mimic budget codes
Auto-calculations work with filters & groupings
Must use indent & outdent to match code mask
Insert Description on display row
Can restrict lookup
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Grouping Applied to Code
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Do you use a tool correctly?
What is the business purpose of a tool?
Do you track only schedule and not effort and
cost?
Are you under a mandate of “Do more with
less?”
Do you know how to use a tool correctly?
Good software cannot program itself
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2020
ABT
3%
Scitor
2%
CA
1%
Project
75%
Primavera
7%
Others
12%
PMSoftware
Users
Everyone Who Manages Projects
Extended Team: All Involved
In Projects
Project
15%
Excel
18%
Other
Methods
60%
Competitors
7%
N=8 mil
N=30 mil
N=130 mil
Project Management Universe
© Microsoft
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Conclusions
Project is setup to “cater to the masses”, not
to PMBOK (can conform to PMBOK)
Default mode is counter to PMBOK, requires setup
Project is a much more sophisticated product
than the rest of Office
Not sure it belongs in Office
Part of a sophisticated EPM tool
Requires MUCH MORE Training
Cannot “hack through it” as in Excel
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