Reporting to Management Using Microsoft Project and EPM

Derek Loar, Pcubed

Agenda

1. Perspectives in Project Information

2. Types of Information Views (reports)

3. Project Metrics

4. Resource Capacities

Organizational Rollup

Tools, Technology, Training and Knowledge Transfer Tools, Technology, Training and Knowledge Transfer

Alignment Alignment with Business with Business Objectives Objectives

Integrated Integrated Delivery Delivery Framework Framework

Real-time Executive Real-time Executive Decision SupportDecision Support

Collaboration Collaboration and Project and Project ManagementManagement

Portfolio Portfolio ManagementManagement

Programs, InitiativesPrograms, Initiatives

Corporate Corporate StrategyStrategy

Investment, Resource and Investment, Resource and Prioritization DecisionsPrioritization Decisions

Integrated Portfolio of Integrated Portfolio of Managed ProjectsManaged Projects

Consistent, Repeatable Consistent, Repeatable Project DeliveryProject Delivery

EnterpriseEnterpriseResource Resource ManagementManagement

ProjectsProjects

Perspectives in Project Information

Insight and ReportingExec Stakeholders

Project ManagersIntuitive project management

Team MembersA clear understanding of

ownership

Resource ManagersWhat resources are

available

ITOpen, secure systems

Executive StakeholdersHow can I see & prioritize initiatives across my org?

What’s the status of our top 3 initiatives?

What am I supposed to be delivering this week?

How can I collaborate with people on my team?

What am I supposed to be delivering this week?

How can I collaborate with people on my team?

Team MembersResource ManagersWho’s available to staff our new projects?

Who's working on what and do they have the skills?

Resource ManagersWho’s available to staff our new projects?

Who's working on what and do they have the skills?

IT ManagersCan we link project data with our front & back office?

What’s the best way to deploy and monitor?

IT ManagersCan we link project data with our front & back office?

What’s the best way to deploy and monitor?

Project ManagersWhen will we really finish and what will it cost?

Can we re-use best practices across projects?

Project ManagersWhen will we really finish and what will it cost?

Can we re-use best practices across projects?

Types of Information Views (reports)

“Out-of-the-box”:• Project Professional Views (Tables, Filters, Groupings,

and Graphics)• Project Professional Reports• Master Projects (for Rollup in MS Project)• Project Web Access Project and Project Center Views• Project Web Access Portfolio Analyzer Views• Project Web Access Resource and Availability Views• SharePoint “Dashboards” –with Project Server Web Parts

Types of Information Views (reports)

Other add-on solutions:• Extended OLAP cube (for Portfolio Analyzer)• SQL Reporting Services• Excel Spreadsheets mapped to data• EPK (Enterprise Project Knowledge)• ProSight

Types of Information Views (reports)

Explore views

Project Metrics

• Schedule– Baseline Variances

• Cost– Baseline Variances– Budget Variances

• Risk (This metric can be scored per project and managed in Windows SharePoint Services)– Risk level (Impact, Severity, Probability)– Contributors (Complexity, Vague Requirements, Resource

Availability, etc.)• Issues

– Open, Overdue, Closed• Change

– Multiple Baseline Variances

Project Metrics

• Schedule Quality– Tasks without Baseline information– Over-allocation of Resources– Incomplete (Remaining) work in the past– Tasks without Assignment of Resources and/or Work Effort– Physical % Complete does not match Percent Complete (at 0%

or 100%)– Actual Hours exist in the future

• Health– All of the above can be weighted and combined into an overall

score

Example SQL Reporting Services

Example Master Project Schedule Report

Example Master Project Schedule Report

Example Master Project Schedule Report

Example Master Project Schedule Report

Resource Capacities

Explore views

Final Thoughts

• Defining what metrics and information is important and can be obtained can be very complex across an organization

• When creating a solution either based on EPM or MS Project on the desktop, start with a few key metrics and build from there

• Senior Stakeholders need to use the data, whether it’s printed for them or the go online to look– By nature, if they don’t use and manage by it, the

metrics and reporting will not be maintained