Using Project Server 2010 for

Demand Management and

Collaboration

January 19th, 2011

Speaker Biography

Daniel Bell, PMP, MCP, MCTS,

• Managing Director at MS PROJECT NOW!,

• Life-long consultant with a very strong background in

many technical disciplines, as well as a strong

functional background.

• MS PROJECT NOW! is a full service Microsoft Portfolio and Project Management (PPM) consulting firm.

• Collectively, we have over 40 years of experience. We have successfully delivered nearly 100 implementations.

• We deploy complete end-to-end solutions built to handle our clients’ current and future needs.

We deliver value with integrity and honesty.

We are committed to results and client satisfaction.

MS PROJECT NOW!

The MPN Story

Demand Management with Project Server 2010

– Overview of Demand Management

– Business Drivers

– Portfolio Analysis

• Demand Management Components

– Enterprise Project Types

– Project Workflows

– Project Detail Pages

– Approvals

– Steps to Implement

Microsoft Project Server 2010

4

Key benefits of Project Server 2010

OVERVIEW OF

DEMAND MANAGEMENT

Unified Project and Portfolio Management Capture all work in a central repository

What is Demand Management?

Part of the overall Project Server 2010 solution

You can capture all work proposals in one single place

Workflows are a component of Demand Management which you can use to automate your existing business processes –optional, not required

You can create customized workflows as well as pages for displaying and collecting information from the end users

Workflows, along with other key concepts, are captured and integrated within the demand management feature set

Microsoft EPM Solution

Sample Phases of a Project Lifecycle

Enterprise Project Management

Manage

Collaboration & Reporting

Plan

Work Planning

Select

Portfolio Selection

Create

Demand Management

NOTE: Phases are custom tailored to the business needs, drivers, and governance

End User Experience

Simple to use

Information collected in stages

Information split into convenient sections/links

User Interface similar to SharePoint

Can create proposals without schedule ! Powerful and flexible

One place to enter various types of work

Enhanced support for templates

Ability to track initiatives from start to end

Align demand requests with strategy

Standardized deployment, maintenance

Business Drivers

Definition

Business Drivers

Prioritization

Aligning Projects/Proposals

to Business Drivers

Projects/Proposals Prioritization

Portfolio Analysis (cost, resource)

Process Overview

Business Drivers

Business Driver

• Business Drivers represent an organization’s business objectives in Project

Server 2010

• Create drivers in the Business Driver Library

• May be associated with zero or more Departments

• Drivers are prioritized to reflect organization’s perceived business impact and

importance

Calculated Driver Prioritization

System calculates the consistency ratio

Inconsistent prioritizations may make sense in some instances but should be

reviewed carefully

Driver A Driver B Driver C Driver D

Driver A 1 9 6 1

Driver B 1/9 1 3 1/6

Driver C 1/6 1/3 1 1/3

Driver D 1 6 3 1

Driver A Driver B Driver C Driver D

Driver A 1 9 6 1

Driver B 1 3 1/6

Driver C 1 1/3

Driver D 1

Driver A Driver B Driver C Driver D

Driver A 9 6 1

Driver B 3 1/6

Driver C 1/3

Driver D

Driver A Driver B Driver C Driver D

Driver A Extremely More Strongly More Equal

Driver B Moderately More Strongly Less

Driver C Moderately Less

Driver D

Fill the systemic matrix with the pairwise values

Calculate eigenvector for the matrix

Normalize eigenvector values to 100% to derive relative

priorities

Algorithm

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Demo: Business Driver Prioritization

Portfolio Analysis

Portfolio Analyses

Portfolio analyses are a collection of projects that will compete for selection

based on their cost relative to their strategic value

Prioritization of Projects:

By Business Drivers

By Custom Field

Project Interdependencies

Project dependency relationship will be respected during portfolio selection scenario calculations There are following types of interdependencies:

Dependency: If Project A selected, Project B must be selected Mutual Inclusion: For a set of projects, if one project is selected, all projects in the set must be selected. Mutual Exclusion: For a set of projects, only one project in the set can be selected (Alternatives). Finish to Start: Used in Resource Constraint Analysis for identifying scheduling constrains

Cost Constraint Analysis

The need for optimization

Value Cost

Project 1 30% $100

Project 2 20% $60

Project 3 15% $40

Value Cost

Project 1 30% $100

Project 2 20% $60

Project 3 15% $40

Force In/Out

A portfolio may contain projects that must be either selected or not selected,

regardless of their cost/value ratio or their dependencies on other projects.

Aliases available for “Force In/Out” per analysis

Examples:

A non-strategic project that must be implemented because of legal

compliance issues will need to be “forced in” the portfolio.

A very costly project might need to be “forced out” of a portfolio to free up

resources for other projects and improve the portfolio’s overall ROI

www.msprojectnow.com

Demo: Cost Constrained Analysis/Force-in

Resource Constraint Analysis

Resource Constraint Analysis

Simplified Algorithm – Resource

Allocation

• Portfolios may also be analyzed by their high-level resource requirements

combined with their prioritization

• Higher priority projects are resourced first, lower priority projects are

resourced last.

• If resource availability does not meet a given project’s demand for any period

for any role, that project is not resourced and the project with the next lowest

priority is examined

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Demo: Resource Constrained Analysis

What’s Next?

Portfolio Comparison

Portfolio selections scenarios should be adjusted and recalculated until a

scenario is reached that should be finalized or compared with other scenarios

Portfolios may be compared with each other by:

Projects Selected

Strategic Value

Custom Fields (example: ROI )

Commit Portfolio Analysis

Decisions Once you have completed your portfolio analysis, the final step is to commit your

portfolio

Optionally, committed portfolios may kick off a workflow

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Demo: Compare Anlaysis

Demand Management Concepts

Demand Management Concepts

Enterprise Project Types

Workflows

Stages/Phases

Project Detail Pages

SharePoint/Custom Web-parts

Enterprise Custom Fields

ENTERPRISE PROJECT TYPES

(EPTs)

Enterprise Project Type (EPT)

Enables project creation with template schedule, workflow,

and workspace

Blueprint for creating a Proposal

Groups these components:

Project Server Workflows

Project Details Page (PDP)

Stages

Phases

Project Plan Template

Project Site Template

Department

Out-of-the-Box EPTs Sample Proposal - Workflow driven

Basic Project Plan - Non workflow driven

Demo: EPTs

PROJECT WORKFLOWS

Project Server Workflows

Not all EPTs require workflows

Allows for a custom approval process

Workflow supports:

Simple Project Lifecycle (single stage/approval)

Complex Project Lifecycle (multi-stage/approval)

Overlaid on SharePoint Workflows

Create Custom Workflows created in Microsoft®

Visual Studio® 2010 (SharePoint Designer is NOT

supported)

Changing an EPT mid-lifecycle

A project or proposal’s EPT may be changed in mid-lifecycle if necessary

Current workflow will end and new EPT’s workflow will begin

New EPTs pages will be loaded

Save current page’s data prior to changing EPT

STAGES

Workflow Stages

• Represents one step

within a project lifecycle

• Appears as steps at the

End-User level

• Controls the behavior

of:

– Visible PDPs

– Read-Only/Required

Custom Fields

– Associated Phase

Out-of-the-Box Stages

PHASES

Workflow Phases

• Collection of Stages grouped together to identify a

common set of activities in the project life cycle

• Used as a placeholder – Typically used for identification purposes

– Group Stages together

• Phases do not directly affect Project Detail Pages

For example,

A phase is like an empty file

folder with a name on the tab

Out-of-the-Box Phases

Sample Proposal Workflow http://www.microsoft.com/showcase/en/us/details/fa81c076-a39f-4cc4-823e-60d2e23b6b44

OOB Sample Proposal Workflow

Custom Fields supporting OOB workflow: Sample Approved Finish Date

Sample Approved Start Date

Sample Areas Impacted

Sample Assumptions

Sample Business Need

Sample Compliance Proposal

Sample Goals

Sample Post Implementation Review Date

Sample Post Implementation Review Notes

Sample Primary Objectives

Sample Proposal Cost

Sample Proposed Finish Date

Sample Proposed Start Date

Lookup Tables supporting OOB workflow: Sample Areas Impacted

Sample Primary Objective

Visualizing Project Workflow

Two OOB Excel report templates are available that

help you to visualize Projects as they go through

workflow stages and phases: WorkflowChart

WorkflowDrillDown

Demo: Workflow Reporting

PROJECT DETAIL PAGES

Project Details Page (PDP) SharePoint Web Part page that is used

to drive the project lifecycle

– Used to input and/or view data

– Can add other SharePoint Web Parts

– Includes project fields

– Can be reused for other Stages

– Is “project” aware

– Library of PDPs can be used across

multiple EPTs/Stages

Out-of-the-Box PDPs

Post-Implementation Review Project Details Project Information

Proposal Details Proposal Schedule Proposal Stage Status

Proposal Summary Schedule Strategic Impact

PDPs

Demo: PDPs

APPROVALS

Workflow Approvals

PWA -> “Workflow Approvals” in the Approvals section of Quick Launch

The approval process allows decision-makers :

Ability to tightly control which projects continue along in their

lifecycle

Provide input to people who are submitting the project proposals

Project Server Workflow Tasks

Items requiring review and approval displayed

Edit Item to comment and make an approval/rejection decision

Approver may be notified by email

“Edit this task” on the message in Outlook

Default WF approvers in PWA (security

group):

Portfolio Managers

Approval Configuration

Typically approvals are placed between

Stages and Phases

Stages and Phases do not necessarily

have to have approvals to proceed

Approval Process is based on SharePoint

Server 2010

STEPS TO IMPLEMENT

Step 1: Define the Project Lifecycle

Step 2: Define the Workflow Phases Create

Phase

Select

Phase

Manage

Phase

Finished

Phase

Plan

Phase

Step 3: Create and Configure Objects In Project Web App

Custom Fields (Project/Task/Resources)

Phases

Stages

Project Detail Pages

Project Plan Template*

Project Site Template*

Enterprise Project Type (EPT)

* Optional

Step 4: Create Workflow in Visual Studio Requirements to create Project Server Workflows

– Must be installed on the same box as Project

Server

InfoPath Services, Excel Services …)

IMPORTANT

Please refer to the MSDN SDK and webcasts for

guidance/samples and Step by Step instructions

on Workflow and Demand Management

Summary

• Project Server 2010’s Demand

Management:

– Supports Work Management and

governance

– Unifies project and portfolio

management

– Flexible and extensible

– Build on SharePoint Server 2010

Thank you for your consideration of MS PROJECT NOW! At MS PROJECT NOW! we believe in outstanding customer service. This is why we will always ensure expectations are properly set and maintained throughout every client relationship. We also consider trust a necessity, and therefore we will never mislead or misstate anything to our clients. This is because we believe in building and maintaining long-lasting relationships with you and your organization. Contact Information: Sherry Lucia Director, Client Relationships Mobile: 603.490.4124 Sherry.lucia@msprojectnow.com