Brian Johnson | PMO Director Technologies Microsoft® Office SharePoint® Server 2007 Microsoft Office Project Server 2007 Microsoft Office Project Portfolio Server 2007 Microsoft Office Outlook® 2007 Microsoft Office Excel® Services Presenter Introduction This 40-minute demo presents an overview of Microsoft’s EPM Solution an end to end Project Portfolio Management (PPM) offering. PPM is a set of methods used to select, prioritize, and analyze a group of current or proposed projects based on numerous characteristics. In this demo, you’ll see several key roles in an organization (executive, project manager, PMO director, and team member) use a PPM solution from Microsoft to create, select, plan, and manage projects. Portfolio Dashboard Title Screenshots Discussion Points Actions Portfolio Dashboard Module The first phase of the demo describes how an executive might use the Portfolio Dashboard to see an organization’s entire portfolio of projects (both proposed and in progress). In this case, the Portfolio Manager—Patrick the Portfolio Dashboard to measure overall portfolio value and the value realized from any given project. We’ll see Patrick progress through a series of reporting dashboards and see how Patrick can prioritize projects at various levels of detail. Click Portfolio Dashboard on the Agenda. Desktop of Patrick Hines Patrick Hines logs into the system. Click the Microsoft Project Server icon on the taskbar to open the Project Web Access home page. Portfolio Dashboard Patrick goes to the Project Server homepage and clicks the Portfolio Dashboard tab to review the overall Click the Portfolio Dashboard tab. uses
health of his organization. Portfolio Dashboard He sees the overall health of individual departments and the number of projects in each governance phase. Scroll down the vertical scroll bar to view the lower half of the screen. Portfolio Dashboard He analyzes the overall business alignment with the business strategy and is able to see a breakdown of the portfolio cost by multiple dimensions in the Investment Analysis pie chart. Click the View arrow and select By Project Type to view the pie chart for the type selected. This screen describes the Portfolio Earned Value Trend. Patrick scrolls down to review value earned so far against the total cost and the planned estimate. He Scroll down the vertical scroll bar to view the bottom of the screen. Scroll up the vertical
Click the tab on the taskbar to return to the Operations Dashboard. Operations Dashboard On returning to the 'Operations' dashboard, Patrick decides to drill down a step deeper to see what tasks on this project are actually causing the problem. He clicks on the Project link to view more details about the project. Click the Production Employee Retraining link. Project Center view As Patrick looks at the Project Details report, he sees that the status of a couple of tasks in the ‘Build’, ‘Test’, and ‘Launch’ Phases are red. Patrick can use this information to work with the associated project manager to improve the health of the project and, thus, improve the overall health of the ‘Operations’ department. Click anywhere in the screen to move to the next screen. Module 1 - Create Title Screenshots Discussion Points Actions Create Module The following module provides a comprehensive overview of how the ‘Portfolio Builder’ module can help organizations standardize their business case development process across the enterprise. Click the highlighted section to move to the next screen. Desktop of David Jones a business sponsor—logs into the system. Click the Microsoft
order of their priorities and also shows them in a graphical representation. Budget Click OK. Scroll down the vertical scroll bar to move down the project list. The scatter chart on the right shows the value/cost distribution of the project portfolio: the X axis represents the cost of each project and the Y axis represents their strategic value. If the company does not have enough budgets to complete all requested projects within the portfolio, an analyst can enter budget constraints (in the “Limit Vector”) and run optimization scenarios to recommend the projects that should be selected in an optimal portfolio. For this analysis, Patrick adds the following constraints in the Limit Vector: TOTAL One Time Cost = 37,000,000 Total Resource Budget = 450 On clicking the next step, the Optimizer will automatically optimize the portfolio and recommend the projects that best align with the organization’s strategic priorities, while considering constraints and interdependencies. Click 72,896,291 at the bottom of the TOTAL One Time Cost column to replace it with 37,000,000. Click 1061.45 at the bottom of the TOTAL Resource Budget column to replace it with 450.00. Click Next Step. The screen shows the recommended portfolio in the scenario appearing to the right of the resource constraint column. Circles with ticks represent projects that have been selected in the scenario. Empty circles represent projects that have been Scroll down. Click 450.00 at the end of the TOTAL Resource Budget column to replace it by 400.00.
excluded from the scenario. Patrick notes that even though he had reduced the One Time Cost and Resource Budget by half, he is still able to realize 71 percent of the perceived benefits from the selected projects. Patrick now decides to run another analysis with a Resource budget threshold of 400. Click Next Step. The portfolio is automatically re-optimized and the new scenario is displayed to the right of the first scenario. Due to the reduction in the resource availability, the portfolio’s total strategic value has fallen slightly to 69.7 percent. Scroll down the vertical scroll bar to move down the list of the projects. Scroll up the vertical scroll bar to move up the list of projects. On the button menu, click the Optimizer Menu button. While this view shows a list of the optimal projects, Patrick knows that there are certain projects that his organization definitely needs to complete even though their benefits are not optimal. Therefore, Patrick decides to force in/out certain projects to see how much value he can realize with these constraints. Select Force In-Out from the options and then select Show Force In/Out Column. Scroll down the vertical scroll bar to move down the project list. He runs the portfolio through the Force-in/out wizard and manually selects a few projects that were left out by the optimizer. As the force In/Out is displayed, the following projects are selected: IT Vendor System Rollout Click the circles in the Force IN/OUT column to select the projects. Click Next Step button. Click Hide Chart
By scrolling down, Patrick can also see the project work heat map to see how resources are being used on specific projects. Scroll up the vertical scroll bar to move up the screen. Resource Dashboard Because Patrick is concerned about the availability of his IT Architects, he decides to drill down to this specific role. Click the Filter icon. Select Filter Value He filters by “IT Architects” to see their forecasted workload. In the Select Filter Value window, click Position Role to expand the list and
Check the boxes next to Bowen Eli and Application Support Specialist. Click the Replace button in the middle to replace the selected generic resource names. Click the Save button. Project Details The resource summary sheet appears again. The generic resource is now replaced by the actual resource. Click the Edit icon to open the project. Project plan in Project Professional Kim opens the project plan in Microsoft Office Project Professional 2007 to make some changes. The screen shows the Gantt view of the project plan. Select the Define problem resolution process task. Kim uses the “Change Highlighting” feature to ensure that whenever she changes the project plan, the impact of the change is highlighted. Click View menu, click Show Change Highlighting. Click the Research and Gather Assumptions task.
research link. Click the Open icon. She finds that Eli has defined and designed the problem resolution process for MobiPAC application and that he does not see any major issues so far. Click the Home tab to move to the Project Web Access Home page. Kim goes back to the Home page on the PWA and opens the project workspace for “MobiPAC application development project.” Scroll down the vertical scroll bar to move down the project list. Click MobiPAC Application Development to open the project workspace. The next few screens give you an idea of the tools that Kim and her project team use to collaborate and track project status. Scroll down the vertical scroll bar to move down the screen. Click the drop-down arrow for MobiPAC Project Plan Details and then select Restore. Project Details The project plan details can be seen on the project site. Click the drop-down arrow for MobiPAC Project Plan Details and select the Minimize option to minimize the view. Scroll up the vertical