Project Management in Project Management in the Solomon the Solomon EnvironmentEnvironment

Project Manager orientation Project Manager orientation

AIMAIM

To provide training/orientation for To provide training/orientation for Project and Line managers Project and Line managers relevant to the implementation of relevant to the implementation of the MS Dynamics -SL system with the MS Dynamics -SL system with particular reference to the particular reference to the production and use of project production and use of project schedules and the role of project schedules and the role of project managers.managers.

AgendaAgenda IntroductionIntroduction The systemThe system Use of M/S projectUse of M/S project M/S project set up checksM/S project set up checks Good scheduling practiceGood scheduling practice WBS chart ProWBS chart Pro Allocation of resourcesAllocation of resources RatesRates Synchronising and up loading projects to Synchronising and up loading projects to

SolomonSolomon Reporting on effort and progressReporting on effort and progress Time card systemTime card system ReportsReports Organise out of session training as requiredOrganise out of session training as required

Introduction – (Introduction – (Why is Why is this training necessary?)this training necessary?)

The MS Dynamics- SL system creates a The MS Dynamics- SL system creates a “loose” integration of our financial and “loose” integration of our financial and project management systems. project management systems.

Maximum benefit requires schedules Maximum benefit requires schedules to be set up in a certain wayto be set up in a certain way

Synchronisation processes need to be Synchronisation processes need to be understoodunderstood

Data capture process needs to be Data capture process needs to be understoodunderstood

The SystemThe System

System components are:System components are:– M/S projectM/S project– Project Server Project Server – M/S Dynamics -  SLM/S Dynamics -  SL

– SQL Data basesSQL Data bases

System DiagramSystem Diagram High level diagramHigh level diagram

Time sheets

Project Server - Projects

Solomon Database

Orders - AccountsPayable

AccountsReceivable

ProjectAnalysis

Resources -Labour Rates

GeneralLedger

Link between Project Server and Resources LabourRates is shown as dotted line - indicates manual dataupdate of Labour Rates

29/08/2007

Data Flows and module relationships

MS Dynamics - SL

Provides output reports and queries

Renown Synchronisationprocess - customisation

Off Line projects - M/Sproject

Requisitions andPurchasing

Use of Microsoft Use of Microsoft project project Microsoft project is the AAO wide Microsoft project is the AAO wide

scheduling tool. scheduling tool.

This training will not cover how to use This training will not cover how to use M/S project and arrangements should M/S project and arrangements should be made if any key project or line staff be made if any key project or line staff feel they need to develop skills and feel they need to develop skills and competency in this area competency in this area

MS project standardMS project standard

M/S project set upM/S project set up

We have set up our scheduling tool to We have set up our scheduling tool to work off a particular template and all work off a particular template and all schedules that we create for schedules that we create for integration into Solomon must use the integration into Solomon must use the AAO template version.AAO template version.

We should always check to see that We should always check to see that the default schedule is working on the the default schedule is working on the correct setupscorrect setups

Good Scheduling Good Scheduling practicepractice Consider the aim of the schedule and the Consider the aim of the schedule and the

relationship of the schedule with the WBSrelationship of the schedule with the WBS Ensure that the hierarchy set within the Ensure that the hierarchy set within the

schedule enables appropriate schedule enables appropriate managementmanagement

Protect milestones with buffersProtect milestones with buffers Use contingency properlyUse contingency properly Ensure budgets set reflect the reality of Ensure budgets set reflect the reality of

the scheduled workthe scheduled work See notes on page 10See notes on page 10

WBS chart ProWBS chart Pro

WBS Chart Pro is a Windows-based WBS Chart Pro is a Windows-based project management software project management software application that is used to create and application that is used to create and display projects using a Work display projects using a Work Breakdown Structure (WBS) chart.Breakdown Structure (WBS) chart.

WBS Chart Pro is integrated in our M/S WBS Chart Pro is integrated in our M/S project softwareproject software

WBS chart Pro WBS chart Pro standardstandard

How to allocate How to allocate resources resources Resources are allocated to a schedule within Resources are allocated to a schedule within

M/S project and this must be done using the M/S project and this must be done using the Enterprise Resource Pool. Enterprise Resource Pool.

The issue here is to ensure that the resource The issue here is to ensure that the resource pool within M/S project remains consistent pool within M/S project remains consistent with the resource details recorded and with the resource details recorded and maintained in Solomon.maintained in Solomon.

We will use M/S project schedules for human We will use M/S project schedules for human resources and put non human resource costs resources and put non human resource costs directly into Solomon (i.e. travel, materials, directly into Solomon (i.e. travel, materials, sub contractors etc)sub contractors etc)

RatesRates

Rates are set by the Executive Officer Rates are set by the Executive Officer and input to the Solomon system by the and input to the Solomon system by the Accountant. These rates are then Accountant. These rates are then available for transfer to our project available for transfer to our project schedules to enable our planning and to schedules to enable our planning and to support estimating and budget setting.support estimating and budget setting.

Rates will be part of the resource pool Rates will be part of the resource pool content and it is important to ensure content and it is important to ensure that the latest rates are being used.that the latest rates are being used.

A nominated PM will maintain our off A nominated PM will maintain our off line resource pool.line resource pool.

How to - How to - synchronize & synchronize & upload project details into upload project details into SolomonSolomon See notes provided – these are also on See notes provided – these are also on

‘p’ drive at:‘p’ drive at:P:\projects\Microsoft Dynamics_SL P:\projects\Microsoft Dynamics_SL

implementation\MSPtoSolomon_import implementation\MSPtoSolomon_import procedures procedures – Importing Offline Projects into Project Importing Offline Projects into Project

Server p 11Server p 11– Importing Server Projects into Solomon p 23Importing Server Projects into Solomon p 23– Importing Server Project budgets into Importing Server Project budgets into

Solomon p 34Solomon p 34

High Level Process – High Level Process – ((human resources)human resources)

Create M/S projectschedule - off-line

Process

Import off line projectsinto Server

Import MSP Serverprojects into Solomon

Import MSP Serverproject budgets into

Solomon

Non Human ResourcesNon Human Resources

Process is shown in notes at p 41 Process is shown in notes at p 41 through 44.through 44.

The examples show how non The examples show how non human resources are posted to human resources are posted to SolomonSolomon

Implications - budgetsImplications - budgets

Reporting on effort Reporting on effort and progressand progress All staff at the AAO are required to fill in All staff at the AAO are required to fill in

time sheets (actually called time cards time sheets (actually called time cards in the Solomon system) on a weekly in the Solomon system) on a weekly basis unless otherwise requested.basis unless otherwise requested.

The time card procedure is on our web The time card procedure is on our web at: at: http://www2.aao.gov.au/twiki/bin/view/http://www2.aao.gov.au/twiki/bin/view/BusinessPractices/WebTimesheetBusinessPractices/WebTimesheet

Time card systemTime card system

ReportsReports

Our Microsoft Business Partner (Renown) has Our Microsoft Business Partner (Renown) has made examples of standard reports available made examples of standard reports available to us, see: P:\projects\Microsoft Dynamics_SL to us, see: P:\projects\Microsoft Dynamics_SL implementation\Reports.implementation\Reports.

Our recommended approach is to look over Our recommended approach is to look over the “standard reports” and use these initially the “standard reports” and use these initially until we are familiar and then move to an until we are familiar and then move to an agreed suite of customised reports.agreed suite of customised reports.

We are currently developing a WBS roll up We are currently developing a WBS roll up report for work packages etc.report for work packages etc.

Out of session trainingOut of session training

MS project 2003MS project 2003 Project ServerProject Server Time card proceduresTime card procedures Requisitions / PurchasingRequisitions / Purchasing Other Other (i.e. Travel, AGCC, Flexitime)(i.e. Travel, AGCC, Flexitime)