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Reporting to Management Using Microsoft Project and EPM Derek Loar, Pcubed Agenda 1. 2. 3. 4. Perspectives in Project Information Types of Information Views (reports) Project Metrics Resource Capacities Organizational Rollup Portfolio Management Enterprise Resource Management Collaboration and Project Management Alignment with Business Objectives Integrated Delivery Framework Real-time Executive Decision Support Corporate Strategy Investment, Resource and Prioritization Decisions Programs, Initiatives Integrated Portfolio of Managed Projects Projects Tools, Technology, Training and Knowledge Transfer Consistent, Repeatable Project Delivery Perspectives in Project Information Resource Managers Team Members What resources are available A clear understanding of ownership Project Team Members Managers Resource Managers Executive IT Managers Stakeholders What am supposed to be delivering this week? When will we&to really finish and what will it cost? Who’s available staff our new Can How we can link II see project prioritize data with initiatives ourprojects? front across & back my office? org? IT Open, How Ire-use collaborate with on my team? Exec Who's Stakeholders Cancan we best practices across projects? working on what and do they have the skills? What’s What’s the the best status way of to our deploy toppeople 3 and initiatives? monitor? secure systems Insight and Reporting Project Managers Intuitive project management 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