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MPUG Boston Chapter Meeting

03.04.15

Where Project Managers and Microsoft® Meet.

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Welcome to MPUG!

Presentation will start at 6:15pm

Agenda

From - To Topic

5:30 – 6:00 pm Registration, Refreshments & Networking

6:00 – 6:15 pm Welcome & Introductions

Meet the Boston MPUG Chapter Board of Directors

Announcements

6:15 – 7:15 pm Feature Presentation

Jacques Goupil, PMP, MCTS – It’s Automatic Workflows

7:15 – 7:30 pm Networking Break & Refreshments

7:30 – 7:50 pm Audience Participation / Speaker Q&A

7:50– 8:00 pm Final Remarks, Raffle Prizes

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Boston Chapter Officers

President Jacques Goupil, PMP, MCP, MCTS

President - PPM Works, Inc.

Jacques.Goupil@ppmworks.com

www.ppmworks.com

Director of Community Relations Ed Yee, PMP e_yee888@yahoo.com

MPUG Northeast Liaison & Membership Director

John Riopel, PMP, MCP, MCTS

President - PM Providers

jriopel@pm-providers.comwww.pm-providers.com

Director of Marketing Jan Wells, PMP janwellspmp@comcast.net

Secretary Mark Wells, MCTS mark.wells.2.ctr@us.af.mil

Director of Special Projects Matthew T, Davis, PMP, MCITP

EPM Consultant - Microsoft Corp

matttdavis@comcast.net

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MPUG Boston Upcoming Events

Date Topic Speaker

Wednesday, March 4Automate Business Process with Project Online and Server Workflow 10 Tips to create workflow

Jacques Goupil, MCP, MCTS, PMP, Certification Instructorwww.ppmworks.com

Wednesday, April 1No “Fooling” With Cross-Project Methods for cross-linking and typically happens under the hood

Vern Valero, PMP, MPMVernValero@Hotmail.com

Wednesday, May 6 Accessing your Cloud DataMatt Davis, PMPmadavi@microsoft.com

Wednesday, June 3Microsoft Ignite Recap If you were not inChicago in May, come hear what was discussed, new announcements and more

MPUG Boston Board Members

Call for Presenters

Why:– Share your knowledge with your peers– Receive PDUs– Give back to your Project community

What:1. 10 – 15 minute presentation (As part of the ‘How Project Saved Me’

session. September 2nd we are looking for a 3-4 presenters

2. Present your own full-length topic (45 minutes)

When: The following sessions are available

• Wednesday, August 5

• Wednesday, September 2

• Wednesday, October 7

• Wednesday, November 4

• Wednesday, December 2

* September will be 3-4 short presentations

• Meetings are scheduled the First Wednesday of the month and will be held at Constant Contact in Waltham (our new “home”)

Wednesday, January 7

Wednesday, February 4

Wednesday, March 4

Wednesday, April 1

Wednesday, May 6

Wednesday, June 3

Wednesday, August 5

Wednesday, September 2

Wednesday, October 7

Wednesday, November 4

Wednesday, December 2

MPUG Boston 2015 Meeting Dates

Location:

1601 Trapelo Road, Waltham, MA

Exit 28 off 1-95 South

Exit 28B off I-95 North

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• We want to hear from you!

• Join the MPUG Boston LinkedIn Group!!!

• www.linkedin.com – Search for MPUG Boston

• http://boston.mpug.com/

Keeping Project Users Connected

MPUG Boston Site

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http://boston.mpug.com/

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• We want to hear from you!

• Join the MPUG Boston LinkedIn Group!!!

• www.linkedin.com – Search for MPUG Boston

Keeping Project Users Connected

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Local PMI Chapter Upcoming MeetingsPMI Central Mass Chapter – March 10, 2015 – Chapter MeetingTopic / Speaker: "Top Ten Ways to Fail at Scheduling” / Vern ValeroLocation: Doubletree Hotel, 5400 Computer Drive, Westborough, MA

IIBA Greater Boston Chapter – March 12, 2015 – Chapter MeetingTopic / Speaker: “Influencing Stakeholders” / Michael NirLocation: Sun Life Learning Center, 112 Worcester St, Wellesley Hills, MA

PMI Ocean State Chapter – March 12, 2015 – Chapter MeetingTopic / Speaker: “The Link Between Optimizing Your Company’s Value Proposition and The Project Management Culture” / Larry GirouardLocation: CVS Caremark. One CVS Drive, Woonsocket, Warwick, RI

PMI NH Chapter – March 18, 2015 – Chapter MeetingTopic / Speaker: “Understanding and Managing the Hidden Barriers to Project Success ” / Lloyd WilliamsLocation: The Red Blazer, 72 Manchester Street, Concord, NH

PMI Mass Bay Chapter – March 19, 2015 – Chapter MeetingTopic / Speaker: "From Project To Program – What You Need To Succeed” / Anne L Coulombe, Patricia Moore Location: Constant Contact, 1601 Trapelo Road, Waltham, MA

Presented by Jacques Goupil

To the Boston MPUG group

On March 4th, 2015

“It’s Automatic!” – How To Automate Business

Processes with Project Online/Project Server 2013

Workflows

Session Background

Deeper Dive, Details Beyond Previous Resources

Tips and from Lessons Learned in the Field

Fast Pace, Consolidate Presentation

Great Resources on Workflows

• Hitchhiker's Guide to Demand Management in Project Server 2013 by Steven Hadenhttp://go.microsoft.com/fwlink/p/?LinkId=304220

• Designing Project lifecycles and workflows in Project Online and Project Server 2013 by Steven Haden:http://channel9.msdn.com/Events/Project/2014/PC321

• Workflow deep dive in Project Online and Project Server 2013 by Biatrice Ambrosa:http://channel9.msdn.com/Events/Project/2014/PC327

• Project Online & Project Server 2013 Workflows(MPUG Members Only):http://www.mpug.com/education/project-online-project-server-2013-workflows

Why Workflow?

Simple Reasons

• Send Email Notice Upon Project Initiation

• Set Required Fields by Department

Advanced Reasons

• Implement Demand Management

• Transition Informal to Formal Portfolio Governance

• Raise Organizational Commitment to Portfolio Management

Workflow Implementation is the Final Exam forProject Online / Project Server

SharePoint Designer Workflows forProject Online / Project Server 2013

Challenge:

• How to Upgrade Workflows Developed for Project Server 2010 in Visual Studio

Sequential Workflows for Project Server 2010Work on Project Server 2013 !!!

FYI2010 Sequential Workflows must start with aSet Project Stage Activity

Challenge:

Preventing disruption to users when implementing workflows

Tip #1

Follow a Workflow Implementation Process, outside of Production

Plan & Design Configure PWA Build WorkflowPublish and Test

Workflow

Quick Tip

Tip #2Document the Workflow Design Before Building

Quick Tip

Start with White-Boarding

Next Translate Whiteboard Notes to a Design Document

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Challenge:Sending an Email Notice based on Project Information

Sending an Email Notice based a field selected in Project

Information

Using a SharePoint List for Email

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #3Use a SharePoint List to Identify Email Addresses

Quick Tip

Challenge:

• Determining where in the workflow to send email after a project is approved or rejected.

Using Repeating Condition Sets for Email Notifications

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #4Repeat Condition Sets for Email Notifications

Quick Tip

Challenge:Using the Set Project Field Action

Set Force Check-In on Stage

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #5When Setting Fields Don’t Forget to force Check-In on the Stage

Quick Tip

When you set Project fields – require check-in

Challenge:

Updating Stage Status for new and completed stages

Setting Stage Status When Entering and Exiting Each Stage

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #6Set Stage Status When Entering and Exiting Each Stage

Quick Tip

Challenge:

Including Portfolio Selection as a Workflow Condition

Including Portfolio Selection as a Workflow Condition

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #7

• Evaluate Optimizer / Planner Decision for 0 or 3

http://msdn.microsoft.com/en-

us/library/office/microsoft.office.project.server

.library.optimizer.committeddecisionresult_di_

pj14mref(v=office.15).aspx

Quick Tip

Challenge:Including On Hold and Canceled Stages

Adding On Hold and Canceled Stages

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #8

Place On Hold and Canceled Stages at End of Workflow, Transition to End of Workflow

Quick Tip

Challenge:When Workflow is restarted it’s not sipping to a particular Workflow Stage

Include the Include this Stage Condition

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #9

• Add the “Include this Stage” Condition to All Stagesfor Skip to Stage

Quick Tip

Challenge:Prevent breaking an existing workflow

Export to Visio

Demo:

Instructor to perform demo

Participants to watch and understand

Ask Questions

Tip #10Quick Tip

Export to Visio Frequently for Backup!

Review of Tips

1. Follow a Workflow Implementation Process, outside of Production

2. Document the Workflow Design Before Building

3. Use a SharePoint List to Identify Email Addresses

4. Repeat Condition Sets for Email Notifications

5. When Setting Fields Don’t Forget to force Check-In on the Stage

6. Set Stage Status When Entering and Exiting Each Stage

7. Evaluate Optimizer / Planner Decision for 0 or 3

8. Place On Hold and Canceled Stages at End of Workflow

9. Add the “Include this Stage” Condition to All Stages for Skip to Stage

10.Export to Visio Frequently for Backup!

Quick Tip

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Networking Break

Questions?

Evaluations Please!

• Evaluation URL will be sent to registered attendees from MPUG Global.

• Please complete! This helps the Boston Chapter!

• Go to PMI.com and use Activity code –

mpugboston030415• You may claim 1.0 PDUs for this three hour of the Cert

Series.

• For a copy of tonight’s presentation or to receive the

Microsoft Project Server Workflow Toolkit please

email: info@ppmworks.com

Claim PDU’s for this Webcast on PMI.org

MPUG Boston Chapter Meeting

Where Project Managers and Microsoft® Meet.