Microsoft Project and the Project Office Microsoft Project

Microsoft Project and the Project Office Microsoft Project User Group Southeast Louisiana Chapter November 7, 2001 Presented by: Ernie Coco, PMP ® Science Applications International Corporation

Presentation Contents 4 The Project Office 4 SAIC Apps Project Office 4 Scheduling in the Apps Project Office 4 Demo 2

Project Office Types 4 Single Project or Program 4 Project Support Office 4 Control Tower 4 Resource Pool 4 COE 4 Strategic Project Office 3

Project Office Functions Single Project or Program Office 4 Supports PM 4 Assigned for the duration 4 Heavy in contracts and procurement 4 Schedule and cost control 4 Project administration 4

Project Office Functions (cont. ) Project Support Office (PSO) 4 Milestone reporting 4 Project level cost tracking 4 Action item and issues tracking 4 Reporting metrics 4 Central project library 5

Project Office Functions (cont. ) Control Tower 4 Establish project standards 4 Mentoring & coaching 4 Training 4 Lessons Learned process 4 Expertise in project management tools 6

Project Office Functions (cont. ) Resource Pool 4 Centralized PM pool 4 Centralized scheduling 4 Centralized cost control 4 Portfolio reporting 4 Resource management 4 Administrative support 4 Multi-project tools 7

Project Office Functions (cont. ) Center of Excellence (COE) 4 Benchmarking 4 Project management career path 4 Project management curriculum 4 Champion for continuous improvement 8

Project Office Functions (cont. ) Strategic Project Management Office 4 Portfolio management 4 Strategic business alignment 4 Project prioritization 4 Integrated EPM tools 9

Project Office Typical Functions 10

Project Office Implementation 4 Develop a vision 4 Obtain management support 4 Make PO placement high 4 Treat PO implementation as a project 4 Formulate metrics 4 Understand cultural challenges 4 Take small victories 11

SAIC IT Project Office Goals 4 Increase Service Delivery productivity. 4 Provide process mentoring and compliance. 4 Reduce defects on services delivered. 4 Provide project services to the CROs and Project Managers to help better manage their project commitments and performance for the customers. 4 Maintain a center of expertise for project management and software support that leverages resources across the organization. 4 Treat application development as an engineering discipline which requires an independent function to monitor cost, schedules, quality and service performance. 4 Provide Service Delivery management with summary views of performance. 12

SAIC IT Project Office Responsibilities 4 Software and Project Management Control - The Project Office provides and maintains Project Office database, Project Metrics database, Stop Light report, the Business Unit Portfolio and project scheduling support. Additionally, a Process Lead and scheduler/controller is assigned for each Business Unit to support the CRO and Project Managers report needs. 4 Maintain Client Satisfaction - The Project Office requires the Project Managers to submit a Customer Satisfaction Survey questionnaire for each Quality Service Review(QSR) installation or QSR Quarterly reporting cycle. 4 Process Development and Management - The Project Office develops and manages processes that ensure a common approach across all Business Units. 4 Monitor Process Compliance and Performance - The Project Office manages and provides weekly reports on the milestone date established by scheduled QSR meetings, QA audits and Project Managers to ensure compliance. 4 CRO Weekly Report - The Project Office provides a weekly newsletter (CROW Report) which provides an overview of the previous week’s process compliance, action item status, accomplishments, lingering issues and pertinent issues for the coming week. 13

SAIC IT Project Office Responsibilities (con’t. ) 4 Maintain Project Office Library - The Project Office maintains supervision of its library containing final copies of all project QSRs and signoff sheets. 4 Maintain Project Office Web Site - The Project Office maintains a web site that posts and updates status and announcements weekly. 4 Provide Process Training - The Project Office provides either scheduled or as required process training to the Project Managers and their teams in support of Project Office policies and/or procedures. 4 Mentor Project Managers on Process Requirements - The Project Office provides either scheduled or as required process mentoring to the CROs, Project Managers and their project teams on the process requirements. 4 Provide Performance Management Reports for IT Service Delivery - The Project Office provides performance management reports as requested by senior management, CROs or Project Managers. 14

Scheduling in the Project Office From Excel to EPM 4 A schedule in every pot 4 My way or the highway 4 Quality schedules 4 Bringing them all together 4 Accounting for non-project work 4 Resource management 4 Portfolio management 15

Demo 4 www. projectexchange. com 4 Project. Exchange 4 MS Solutions Partner 4 Web based enterprise tool 16

Bibliography & References 4 Block, Tom and Frame, J. Davidson. The Project Office. Crisp 4 4 Publications, 1998. Casey, William and Peck, Wendi. “Choosing the Right PMO Setup. ” pm. Network. February 2001 Volume 15, Number 2: 44 -47. Eidsmore, Noland. “The Strategic Program Management Office. ” pm. Network. December 2000 Volume 14, Number 12: 39 -45. Englund, Randall and Graham, Robert. “Implementing a Project Office for Organizational Change. ” pm. Network. February 2001 Volume 15, Number 2: 48 -50. Kerzner, Harold. Strategic Planning for Project Management - Using a Project Management Maturity Model. John Wiley & Sons, 2001. 17