Embed Size (px)
Citation preview
page 1page 1
#project #process #change
MS Project Bangkok
Meetup
2018-01-11
next level consulting APAC · 8 Eu Tong Sen Street #14-94 · Singapore 059818
www.nextlevelconsulting.com/en · [email protected] · +65 3159 1491
page 2
French, 20+ years in ASEAN
Various Experiences> Banking
> IT Vendors
> Training / Consulting
Project and IT Service Management> ITIL / DEVOPS Certified Trainer
> Accredited Facilitator for Business Simulations (ITSM, & PM)
Gamification Explorer
MOOC enthousiast
> EDX, Coursera, etc …
Aspiring Game Designer
Traditional & Boardgame
> GO (Baduk)
> Euro style game
(slow) Long Distance Runner
(Marathon and +)
2
About me
(Project / Program / Portfolio)
page 3
We are specialised in
Project Management
Change Management
Process Management
Industries: IT, telecommunications, engineering, energy, industry, pharmaceuticals,
automotive, logistics, banking and insurance, public administration, health, NGOs and many
more.
page 4
What we can do for you
Training & Development Consulting Coaching
Interim Management Software Emotional Inspiration
page 5
Agenda
• What is a PMO?
• Why having a PMO?
• How to setup a PMO?
• Quick MS Project Online intro
• PMO Examples:
• Discussion / Q&A
page 6
What is a PMO?
In larger companies, a PMO can consist of a department that deals with project management issues across the organization, such as:
• project management
• governance,
• implementation,
• training,
• researching project management needs,
• or determining the best way to build useful reports.
In small or medium businesses, a PMO can range from a single person to a small group of people, but can also scale to try to address the same issues as in large businesses.
page 7
The common goals of all PMOs
• Driving and evangelizing the project management adoption (Process and
Tools)
• Simplifying project management for the organization’s users by automating
processes (into the tool).
• Creating policies, procedures and best practices around project management
functions.
• Being the project management subject matter experts by serving as a ‘Center
of Excellence’ for all things project management, and providing training on
project management best practices and tools.
• Being empowered by executive sponsorship to make and enforce change
through their recommendations.
page 8
Why a PMO? Top 5
1. Limited Visibility into Project Performance
2. You have limited resources and capacity planning is an issue
3. There is no consistent methodology for project delivery
4. There is a lack of ownership and/or accountability
5. Projects often come in late or over budget and fail to meet the objectives
page 9
Why a PMO?
1. Limited Visibility into Project Performance
Limited visibility into projects and resources is one of the leading causes of project
failures. Centralising all of your project and resource management in a central
function, whether at the departmental or organisational level lets you easily address
key questions, such as:
• What work is being performed by who, and when?
• How are specific projects aligned with corporate priorities?
• How is the Return on Investment for specific projects calculated?
page 10
Why a PMO?
2. You have limited resources and capacity planning is an issue
Most organisations experience resource capability planning issues, which is greatly
compounded when projects are managed in isolation.
A PMO helps to significantly reduce these issues by centralising the selection and
prioritisation of projects - using Project Portfolio Management techniques and tools
to select the right projects at the right time based on resource and financial
constraints.
page 11
Why a PMO?
3. There is no consistent methodology for project delivery
Inconsistencies in the way projects are managed make it extremely difficult to report
on status and progress.
With the advent of cloud-based project and portfolio management solutions, a
standard toolset to manage projects, programmes and portfolios is now within the
reach of most organisations.
Even with the most basic project management solution you can standardize the
way your project managers plan projects, request resource and report on status
and progress.
page 12
Why a PMO?
4. There is a lack of ownership and/or accountability
Ownership and accountability are key to project success, and an area where tools such as project portfolio management software really come into play.
Project portfolio management tools provide the framework for you to ensure all projects have clear ownership and there is accountability to the business.
From simply defining what resource and expenditure is required to deliver the project, through to outlining the key deliverables and benefits, PPM tools help you build a business case for each project to be used in selection and prioritisation.
A top down approach to PPM greatly simplifies this approach.
page 13
Why a PMO?
5. Projects often come in late or over budget and fail to meet the objectives
It would be a bit short sighted to simply say a PMO will eliminate late or over budget
projects, but a PMO equipped with the right tools and the right processes will
certainly limit project failures through extending the planning horizon, ensuring
project selection and prioritisation are in line with resource and financial constraints,
and as we saw earlier, by providing greater visibility and control over the entire
project lifecycle you will be able to react faster to issues as they happen make more
informed decisions on corrective actions.
page 14
For more information: PMI
https://www.pmi.org/-/media/pmi/documents/public/pdf/white-papers/value-of-
pmo.pdf
page 1515
How to setup a PMO?Continual Improvement Process
page 16
How to setup a PMO?
AS IS
• Current state analysis
• Processes and tools
• Stakeholder analysis
• Maturity Assessment
TO BE
• Scope
• Roles and Responsibilities
Gap Analysis /Setup
• Skills /Training
• Governance
• Process
• Tools
Operate
• Knowledge Transfer / Hand Over
• ROB = “Rhythm of Business”
page 1717
How to setup a PMO by Phases
Phase 1
• PMO Assessment and Strategy
• Identify Senior Sponsor
Phase 2
• PMO Initiation
• Create Business Case and Charter of the PMO
Phase 3
• Establish the PMO
• Create Master Project List by priority
Phase 4
• PMO Implementation
• Pilot PMO
• PMO Operation
Phase 5
• PMO Embedding and Improvement
• PMO Embedding and Improvement
page 18
“AS IS” Assessment
• PMO Maturity Cube (PMI)• https://www.pmi.org/learning/library
/maturity-cube-self-assessing-performance-6437
• P3M3 – Prince 2 – Axelos• https://www.axelos.com/best-
practice-solutions/p3m3/p3m3-maturity-model
• Portfolio, Program and Project Management Using COBIT 5• http://www.isaca.org/COBIT/focus/
Pages/portfolio-program-and-project-management-using-cobit-5.aspx
• Self/Internal Assessment
page 19
P3M3® - Maturity Model
The model to measure > Project Management Maturity > Programme Management Maturity > Portfolio Management Maturity
Registered Trade Mark of the Office of Government Commerce (OGC) Published by The Stationery Office (TSO) > Developed 2006 > Revised edition 2008
P3M3 has developed into a standard maturity assessment model P3M3 is based on CMMI P3M3 contains > – 3 models > – 5 maturity levels > – 7 perspectives
page 20
ISACA/COBIT
page 21
Self/Internal Assessment
Project Inventory
• Project name
• Owner
• Start/end Date
• Scope/Value
• Documentation
People
• "Project Manager"
• Skills / Exp
• Certification
• Culture
Governance
• Organization Structure
• Documentation requirements
Technology
• Project Tracking
• Collaboration tools
• Document Management
page 22
PMO - Example
Organization: MNC – IT Organization
Challenges:
• Poor visibility into project progress
• Late escalations
• Impact
1. Inaccurate revenue forecast
2. Resource utilization/planning
3. Increase project cost
Implementation:
• PMO coordinator
• Weekly review of project status
• Traffic Light Report
• Escalation
Lessons Learned:
• Simplify reporting (Excel, …)
page 23
PMO - Example
Organization: Local – IT Organization
Challenges:
• Change in revenue recognization
• Multiple manual reporting systems
• Impact
1. Heavy reporting effort
2. Accuracy
Implementation:
• Project Online
• Product Training
• Tools adoption
Lessons Learned:
• Be clear about the PMO objectives
page 24
PMO - Example
Organization: Local – Construction
: (Top 5)
Challenges
• Heavy manual reporting
• Delay / Inaccurate data
• Need to integrate with 3rd party
(Sales, Marketing)
Implementation:
• Project Server
• Integration
• Tools adoption
Lessons Learned:
• Be clear about the PMO objectives
page 25
PMO - Example
Organization: International– Non-Profit
Challenges
• Poor or No PM practice
• No tools (Excel or nothing)
• No consistency
• No visibility
• …
Implementation:
• Project Online
• Training/Workshop
• Tools adoption
• PMO Operation
Lessons Learned:
• Budget (long term)
• “AS IS” situation important
• 2 Days Workshop very productive
page 26
Project Online Overview
page 27Project
Microsoft Office 365 services
www.office365.com SaaS/Software As A Service
page 28Project
Target Audience
For team members, project participants, business decision makersProject Online
Microsoft Project Online services
Office 365 Service
Project Pro for Office 365
For project managers, resource managers, PMO, business decision makers
For project managers, resource managers
page 29Project
Project Online - top 10 benefits
1. Online Project Portfolio Management (PPM)
2. Get Started Quickly
3. Take Action
4. Improve Governance And Control
5. Effectively manage resources
6. Strengthen everyday collaboration
7. Seamlessly communicate
8. Make data-driven decisions
9. Improve IT Management
10. Quickly Innovate
page 30Project
Terms
Plans
Provisioning
Tenant
Project Online
Project Web App
Project Pro for Office 365
Project Online with Project Pro for Office 365
page 31
Plan Description Target users
Project Online Essentials1
•Web-based interface for team members•Update tasks, issues, and risks•Submit timesheets•Share documents and collaborate with Skype for Business presence
Team members
Project Online Professional
1All of the Project Online Essentials functionality, plus:•Rich user interface through desktop client•Anytime/anywhere access through Web interface•Project scheduling and costing•Resource management•Publishing projects to the cloud•Includes the most current version of the Project desktop application, instantly streamed to your Windows PC.•Each subscription license allows for up to five concurrent installations of the Project desktop application.
Project managers
Project Online Premium1
All of the Project Online Professional functionality, plus:•Portfolio selection and optimization•Demand management•Enterprise resource management•Out-of-box portfolio reports
Portfolio and resource managers
page 32
https://technet.microsoft.com/en-us/library/project-online-service-description.aspx
page 3333
Example:
page 3434
Example:
page 35
page 36
Power BI
page 37
Power BI
page 3838
PM Education: Workshop
page 39
Recommended Material
page 40
Links
MS Project Online:
• https://products.office.com/en-us/project/compare-microsoft-project-
management-software?tab=1
• https://technet.microsoft.com/en-us/library/project-online-service-description.aspx
• https://blogs.office.com/en-us/project/
• https://mva.microsoft.com/en-US/training-courses/it-project-and-portfolio-
management-in-the-cloud-14060
page 41page 41
Q&A and Discussion
#project #process #change
page 42page 42
Thank You !
Interim Management Software Emotional Inspiration
Training and Development Consulting CoachingAbout us
next steps
