Artemis project management tools for SW development project managers

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1 Better decisions Better results Artemis project management tools for SW development project managers Antti Arvola Artemis Finland Oy 1

2 Agenda of presentation Artemis Finland / Proha Plc company overview Products of Artemis Finland Why do we need tools for project management? Artemis applications for SW project managers APM web portal, ProjectView, TrackView, MSP Client and Valuepoint applications Theory, benefits and demo 2

3 Better decisions Better results Artemis Finland / Proha Plc Company Overview 3

4 Artemis Finland Leading provider of Project and Portfolio Management Solutions in Finland Member in the finnish Proha group and subsidiary of the Artemis International Solutions Corporation Offices in Espoo, Tampere and Oulu Approximately 60 employees More than Artemis software users in Finland More than 500 company customers Revenue in 2003: 6 Meur Managing Director Risto Saikko ja 4

5 Proha Plc is a leading globally operating portfolio and project management solution provider Founded 1983 Listed in Helsinki Stock Exchange (NM-list) Owns 80% of Artemis International Solutions Corporation Biggest finnish software product company Approximately 600 employees. Revenue 2003: 76 Meur Managing Director Pekka Pere Proha Plc United Kingdom Italy Japan Artemis International Solutions Corporation USA France Germany Singapore Other Proha companies: Safran Software Solutions AS Dovre International AS Datamar Oy Intellisoft Oy ProCountor International Oy Finland, Artemis Finland Oy China 5

6 Better decisions Better results Products of Artemis Finland 6

7 Portfolio and Project Management tools Investment Portfolio Management Execute the right projects Artemis 7 Portfolio Management Prioritizing, balancing and management of investments according to agreed criteria and strategy Executing strategy and proactive management of project portfolio Analysis of project portfolio Project and Resource Management Execute the projects right Artemis Views ProjectView, APM,ARM Voyant Planet ValuePoint Artemis 7 Project and Resource Mgmnt Executive reporting and visualization of information Resources, schedules and competencies Budgeting and cost management Artemis Views Web TrackView Artemis 7 Time Reporting Collection of actuals 7

8 Functionality and Artemis Views applications Artemis Views is a comprehensive, unified, enterprise project and resource management solution for managing project based work Scalable & configurable, Application modules, Role-oriented Functionality Project Management Time Reporting Resource management Advanced MSP Planning Advanced Planning Earned Value Management Project Analytics Applications Web Portal Active Alerting Collaboration Web TrackView TrackView (Client Server) ARM MSPClient (Client Server) ProjectView (Client Server) CostView (Client Server) GlobalView Datamart 8

9 Artemis Views Applications for SW development projects MS MS Project Project Client Client ProjectView TrackView - Resource actual - Estimate to complete - Activity progress Web Web TrackView - Multi-project control - Resource management - Project planning & control APM web portal -Project planning & control -Multi-project control -Risks, reminders Valuepoint -Cost Control - Budget Database Oracle MS SQL Server Sybase... ARM ARM Resource and capacity management 9

10 Data Levels in Project Management System System Settings, Default User Profile, Security roles... Calendars, Resources, Resource Pools, Code Categories... Activities, Resource Requirements, Actuals... 10

11 Better decisions Better results Why do we need tools for project management 11

12 Targets for Project Management System PM tools can be compared with cars. They help a lot but don t work themselves. PM competence must be in place before these tools can be fully utilized. Targets of operational PM system in nutshell ( Execute the projects better ): Shorter project durations. Optimal schedule and activity order. Better project plans made and in shorter time. Project finish date (and total costs) better estimated. Better control to project progress. Better project data management. All parties have the better visibility to current and same project data. Better data leads to better management decisions. Resources are used more efficiently. Resource s work load better balanced. Better quality of project work. Collecting history data. Learning from old projects. Better project plans and more competent project managers in future. 12

13 Benefits from Artemis tools for SW development PM Background- Why project management applications where originally developed: Calculating quickly and easily activity network (dates) when project has a lot of activities with dependencies and project finish date is critical. Critical path method used in calculation. Manual network calculating takes much effort and manual updating not easy. Manual What-If calculations takes much effort 13

14 Benefits from Artemis tools for SW development PM Time and Scope Management Activity list can be structured, filtered and viewed in selected level. Which are the Critical tasks in my task list? Documenting and displaying graphically project partitioning (WBS, Phases, Modules...) Activity progressing is supported by automatic calculations and actual (+ estimate to complete) hours from time reporting system can be utilized here. What is the new calculated project finish date after latest actual data? Schedule data is documented to one place from where it can be used also later. How much time this task/phase took in my last project? Task duration can be calculated automatically based on 1) resource s total work amount 2) resource s daily effort 3) amount of resources in task. How much project finish date changes if I add one extra resource on each task? Comparison with original plan is easy. Are we ahead/behind of original schedule? 14

15 Benefits from Artemis tools for SW development PM Resource & Cost Management Resource work load is calculated&summarized based on data entry and displayed in selected aggregation periods and graphical format. Actual and planned resource load can be compared easily. How accurately I do estimate resource work load? Which tasks or resources spent more time as expected? Cost and resource data is documented to one place from where it can be used also later. How much costs and resources this task/phase took in my last project? Possibility to analyse and balance/iterate the resource workload with help of tool. Calculate for me the optional task dates if no resource overload is allowed in project... Actual and planned costs are calculated & summarized for different levels of project. Comparison can be made in selected level. Actual costs can be taken automatically from time reporting system. Visibility to projects and activities of selected resource. 15

16 Additional benefits from project management system upon database Visibility to other projects. Is there similar project on-going in my company? How are progressing those project that are giving input to/ taking output from my project? Routine project management work can be automatized or done by assistants. Multiproject management. Dependencies between projects can be seen. Total workload of resources visible. Visibility to old projects. Can we learn something from data of old similar projects? Which activities took more effort as expected? More realistic plans in future? Supports implementation of common PM practises & templates & processes & methods and terminology in company. Communication and co-operation between projects and personnel easier. Stakeholders can have visibility to certain part of data. Seamless integration of different project management modules: Time Scheduling, Time Reporting, Resource & Capacity management... Easier to integrate with company s other project related systems: invoicing, ERP, OLAP reporting, Requirement management... Common standard reports can be used. These are also the subjects where Artemis is stronger than Microsoft Project 16

17 When Artemis project management tools are useful? Benefits are increasing Small single projects have benefits from good progress documentation Graphical and easy-to-run online reports Collecting Actual hours Managing and documenting schedule changes In large single projects tools are necessary for managing the big picture Calculating time schedule Viewing task plan and progress in selected WBS level Progress tracking and re-scheduling Resource management and balancing Graphical and easy-to-run online reports In matrix organisation working in project mode, common tools are vital Common PM templates, methods, practises and reports Multiproject management. Multiproject schedules and resource histograms. Capacity, cost and resource management in company and project level Communicating. Visibility to same and current project data. Supports in many ways the enhancement of PM competence 17

18 Other Applications for Supporting Project Management Knowledge databases (Laturi) and estimation tools (KnowledgePlan, ExperiencePro) ERP systems (SAP) Risk management (Futura) Document management (Kronodoc) Workgroup tools (Lotus Notes) Textual documents (MS Word) Spreadsheets and calculations (MS Excel) Reporting tools (Crystal Info) Time management and calendars (Vineyard) Many of these applications are integrated with Artemis project management system Project management applications might have same kind of features as tools listed here, but only in basic level. Communication tools e.g. s (MS Outlook) Netmeeting (WebEx) Project web pages (IE) 18

19 Better decisions Better results Artemis applications for SW project managers 19

20 Agenda of application demos Different applications for different purposes: APM web portal Resource and capacity management Project planning and control Risk and issue documentation Time Reporting ProjectView Project planning and control TrackView Time reporting MSP Client Project planning and control Valuepoint Cost management 20

21 Better decisions Better results Artemis Project Management web portal Artemis applications for SW project managers 21

22 Project Management - Web Portal A collaborative project and resource management environment providing role based access to project data through a web browser. Scalable & configurable to meet the diverse needs of organizations with well-established project management practices Application modules to generate customer solutions for different business areas Role-oriented to provide structure for organizations beginning to introduce project management methodology Artemis Project Management Portal represents: An environment to share information with all project stakeholders single environment of all relevant project and resource data for display, modification, processing and reporting. This applies equally to: structured data like dates, resources, costs, etc. and unstructured data like documents, risk, issues, reminders, etc. 22

23 Project Management Roles and Modules Artemis Project Management User Roles Administrator Top Manager Project Manager Resource Manager Web Portal Knowledge Worker Each role has access to certain modules in web portal Security is configurable in role and user level. 23

24 Project Management - Home Page A home page based on individual user roles 24

25 Project Manager role Review notifications and reminders; Enter, update, or delete project or project code category risks, issues and links; Add or delete projects; Plan or monitor one or more projects; Add, update, or delete activities, activity relationships, or assigned resource requirements; Enter activity progress; Calculate activity start and finish dates considering reported progress and estimates to complete; Enter, update, or delete activity or project risks and issues; Track time and estimates to complete; Monitor time and estimates to complete; Issue project manager timesheet approval (when Artemis TrackView is being used) Resource management. Resource pool creation and updating (resource requests sent to resource managers). 25

26 Project Manager My Projects My Projects view is used to display project summary information, to manipulate project activities, risks, issues, and links, to view project activities in barchart format, to review current and baseline statistics and variances, to time schedule the project 26

27 Graphical Reporting Example single project Barchart view for a project manager is shown with monthly histogram aggregation 27

28 Risk, issues, links Project Manager Risks, Issues & Links Visibility PM can immediately identify which projects have risks, issues or links With Links-functionality any document can attached to a project or an activity 28

29 Colored indicators Project Manager Notifications Log PM can view project & activity Risks, Issues, Links in one area Coloured indicators identify priority Red Triangle High Yellow Square Medium Green Circle - Low 29

30 Advanced Resource Management (ARM) Overview New functionality in Artemis Views family, implemented as a new application component in APM (Artemis Project Management Portal) Supports resource manager s and project manager s work Designed for resource management above project level Supports standard request allocate process: Project manager requests and Resource manager delivers resources Capacity All Resources Need Resources needed in projects Project Y Project X Maintenance Project 1 Development project 1 30

31 ARM Benefits for organization Allocates resources to the most important projects Reliable information for decisions because information is not changing daily Improves efficiency in terms of resource usage when resources are pointed to most valuable or important projects first. Improves quality of project planning and control by reserving the resources and capacity to projects based on project needs Decreases human errors and saves time because resource process is distributed to the people who are the owners of the resources Established process for resource management that improves efficiency Good integration to project scheduling and time reporting speeds up the planning process and makes change control easier 31

32 What project manager does with ARM Initiate resource pool for the forthcoming project Create resource requests for the project (skills or named resources) with time period and effort estimation: Request=Test Engineer % and % Competence/skills = X ; location =X; OBS = X and other expectations Requests are sent to resource manager Resources proposed by resource manager can be accepted or rejected Resource pool is published and linked to project plan Project manager can view allocations of his pool members for other projects/pools 32

33 Sending requests to resource manager Project manager defines request information and sends the request to selected organisation by changing request status 33

34 Better decisions Better results ProjectView and TrackView Artemis applications for SW project managers 34

35 ProjectView - Advanced planning module Traditional Project Management tool (vs. MS Project) Main target: Project and multi-project scheduling Time Scheduling method is based on critical path method CPM Optional resource scheduling /balancing calculation available Information shared with other standard Artemis Views components like Project Management Portal and Time Reporting Actual hours can be collected with Time Reporting Information can be shared with project stakeholders using Artemis Project Management Portal Objectives: Standard planning & control processes supported Can handle a large amount of data 35

36 Artemis ProjectView What project manager typically does with ProjectView Create and update project s resource pool Create and update project WBS and other structures Create project plans: Copy data from templates Add activities and milestones Define activity durations Define activity imposed dates Define activity logic Define activity resource requirements Run time and resource scheduling Resource load balancing Save project baseline and other versions Project progress tracking Run reports 36

37 Which PMBOK Project Processes ProjectView is Supporting PLANNING PROCESS Scope Documentation (e.g. WBS) Activity Definition, Sequencing Activity Duration Estimating Resource Planning Schedule Development CONTROLLING PROCESS Scope change control Schedule control Resource work control Performance reporting EXECUTING PROCESS Execution follow-up Information distribution 37

38 Project Structures - WBS Classifying structures can be maintained graphically Structures used as project WBS, PBS or any relevant structure Can be attached to projects, tasks and resources and used in data selection, sorting and filtering 38

39 Components of Barchart Editor window Activity Outline based on WBS or other code structures Activity List Outline Activity Table Barchart Activities and logic displayed on calendar Resource list Resource Histogram Workload of resources 39

40 Resource Histogram window By using Histogram window project manager can See project s resources and resource s workload in project or activity, summarized in selected aggregation period Analyze and compare the resource workload and availability You can drag and drop selected resources on selected activity You can view activities of selected resources Blue indicates actual hours Dotted line is resource s total availability in this project Red indicates overload 40

41 Multi-project control Project Manager can access multi-project information by using project level structures and roll-ups Drill-down capabilities to single project activity and resource data Drill-down capabilities to multi-project activity and resource data 41

42 Project Planning and Time Reporting activity progress information: Resource Actual and ETC hours Projects, Activities and resource requirements Define in PV if project plan is visible or not in TV. Activities are instantly visible in TrackView (exception Milestones). If person is planned as activity resource requirement in PV, he can see activity by default in own TV timesheet during those weeks when activity is estimated to last. Project and activity filter can be defined: which plans and activities are displayed to enduser when selecting unscheduled activities to TV timesheet TrackView hours (actual and ETC) are copied to project plans in posting process. There are several options how project plan (and resource pool) are affected by posting. 42

43 TrackView - Time Reporting Tool Project managers can check in TrackView e.g : Which users have reported hours on my project(s) Total weekly hours: Total column in the bottom of timesheet window Remaining hours: ETC-column Not approved hours: Status-column is empty. Unscheduled work: Type-column = SELECTED Project member comments: Remarks-column 43

44 Better decisions Better results Microsoft Project Client Artemis applications for SW project managers 44

45 MS Project Client in Artemis system MSP Client = Microsoft Project application integrated with Artemis system. Easy to use for old MS Project users requires minimum retraining Establish standards across projects Create new project more efficiently using established company standards,templates, WBS,resources, resource pools etc. All information should be saved within a centric database, organized and reported consistently across their organization to provide visibility on all projects and resources Create multi-user project portfolios within a centric database for enterprise visibility Analyse, control project performance and resource utilization through standardized data from all projects across multiple users Extend Microsoft Project : with timesheets to track progress more efficiently with dates, resource utilizations and cost rollups on different dimensions with resource search and allocation capabilities with CostView and Project Management Portal Objective of MSP Client: The best of both worlds (Artemis & Microsoft) in one product 45

46 Open a project plan from Artemis database User can open in MSP Client a single project, or a multiproject group or a multi-project structure. Project plans that are scheduled in ProjectView can be opened in read-only mode. Scheduling and planning tool for single project plan is ProjectView or MSP Client, not the both tools. 46

47 A project Gantt Chart in Microsoft Project Project manager can create and update project plan and save it to the Artemis database. Basicly same project planning and control possibilities as in ProjectView. 47

48 Better decisions Better results Valuepoint Artemis applications for SW project managers 48

49 ValuePoint Suitable for Persons that take part in project budgeting and cost control, time reporting and billing Fits to organizations IT / IS, project services, engineering, consulting Multi-project cost management capabilities Best fit to organizations where billing is based on actual hours Billing module and time reporting working closely together Features for project manager Cost planning Creation of project s cost and invoicing budget Cost control Comparison of budget and actual costs Update latest (cost) estimate during project Enter, view and accept actual hours Invoicing. Accept invoice proposals 49

50 Project Budget Budget can be created in project, WBS, activity and resource level. Aggregation period is selectable (monthly, yearly...) 50

51 Budget versus actual costs 51

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