Managing Projects with Project Server Justin

Transcription

1 Managing Projects with Project Server Justin

2 Project Server For Times when SharePoint s Project Management isn t Enough

3 Overview Introduction to Project Server and Project Online Resource Management Project Plans Tracking Project Status

4 Project Server and Project Online Project Server is On-Premises Project Online is in Office 365 I will call them the same thing for years to come Project Online is similar to Project Server 2016 on-premises Most of this talk will apply to Project Server 2010 and later and Project Online

5 What Does Project Server Do? Priority Management Project Planning Resource Management Project Reporting Timesheet Portfolio Selection Portfolio Reviews Project Execution Document Management

6 What Does Project Server Do? Priority Managem ent Project Planning Resource Management Project Reporting Timesheet Portfolio Selection Portfolio Reviews Project Execution Document Managem ent

7 Project Server and Project Online Available as an add-on license to SharePoint On- Premises Enterprise Edition Requires SharePoint Server and Project Server Licenses Requires SharePoint Standard and Enterprise CALs Requires Project Server CALs Available in SharePoint Online Add-on to E3 (and higher) licensed users Also available with Project Lite licensing

8 Quick Tour of Project Web App Creating PWA Site Collections Navigation Administration Screens Navigation Updates Permissions SharePoint and Project Style Enterprise Objects

9 Resources What good are projects without people to do them?

10 What are Resources? In most projects, resources are people who will be performing the work (both employees and external entities) Project Server can also track asset resources used within projects Test equipment Labs

11 Why Track Resources? Who has ever been on more than one project at a time? With separate project managers? Resource management in Project Server allows us a view across all projects of who is available to do what work As one project s schedule changes, resource constraints imposed by other projects can be surfaced in advance

12 Demo

13 Setting Up Resources -Planning First identify the types of resources you will need in order to track project execution status Determine what attributes are important to track along with resources (Names, Departments, Managers, Costs, Over Time Rates, Work Hours?) Wherever possible, if the type of resource exists in Active Directory today, work with a Domain Admin to setup a method to conduct an automatic import of resources into the Gallery

14 Setting Up Resources Execution As a Project Server administrator, navigate to your PWA site collection and go to your PWA Settings Click on Active Directory Resource Pool Synchronization Select the AD group that contains all of your synchronized resources Click on Resource Pool, and you can manually modify resource attributes, and create additional resources in the pool that are not synchronized

15 Setting Up Resources -Execution Most Important Attributes Name/ should be imported (where possible) Cost Work Hours Resource Manager (allows for approval step of resource assignment)

16 Setting up Resources -Reporting - Resource Utilization Overview from the Resource Center - Resource Overview Dashboard in Excel Services - New SharePoint Add-In for Project Portfolio Dashboard

17 Resource Best Practices Plan on having generic resources for your major user types Developer Infrastructure Project Manager So that when you aren t sure about who will be doing what on the project, you can track high-level capacity

18 Making a Project Plan Because a great plan saves time and money

19 The Big Picture Microsoft Project allows for us to create and select projects in a staged manner that is customized to your organization Initiate, Plan, Execute, Monitor, Close SharePoint Workflows can track projects phases, documentation, permissions, etc. For the sake of today, we re going to skip straight into the creation of the project plan outside of a staged selection

20 Demo

21 Creating a Project Plan Three main choices when creating a Project Plan For simple projects, you can elect to create a project plan using a SharePoint Task List (See Sheila s talk just before this on how to get the best power out of SharePoint tasks lists) For most projects, you ll want to create an Enterprise project Can create in Project Pro or Web Client

22 Creating a Project Plan Start with a Work Breakdown Structure (WBS) Phase Deliverable Work or Activity to Create Deliverable Create Predecessors to Tasks Assign activities in tasks to resources (or placeholder resources) Use inactive tasks to denote optional or dropped items

23 Creating a Project Plan Note the differences and relationship between Duration, Work, and Remaining Work Use Deadlines for dates you must meet within the project plan

24 Creating a Project Plan Project Server has a concept of Check-in/Check-out similar to SharePoint s concept; but with a bit more rigor and management Make sure to save your project plan frequently; and to check it in whenever you are ready for others to view it

25 Assigning Resources Work that s not assigned to somebody doesn t get done

26 Demo

27 Using the Enterprise Resource Gallery Poll for resources by name, title, department, or other fields. Include Availability considerations in query if you know the project s start and end dates Add resource to your team Assign tasks to resources directly inside the project plan Take care when assigning multiple resources to tasks, pay attention to the!

28 Resource Assignment Resource work schedules should be set at the enterprise resource gallery level Work weeks can help track known out-of-office scenarios Some (most) times, resources on your project are not completely yours to manage Set Max Units on resource in team planner for percentage of their time you can schedule

29 Engagement Management New feature added to Project Online in Q that has to be enabled from the PWA Settings panel Available in SharePoint 2016 with Project Server 2016 Requests dibs on a resource from their resource manager, even if you don t have specific tasks assigned to said resource yet

30 Resource Leveling Leveling will automatically look for over allocations of a resource within the project, and will flag how to clear the overage Can Level All to have Project automatically scope out the entire project via critical path and dependencies Level Resource to go through Resource by Resource Leveling Options to level by specific time frames Level only within Available Slack means your end date can t change Changing task priorities will change leveling algorithm

31 Setting a Baseline At some point in time, you re done planning and ready to start project execution Click Set Baseline for the baseline of the project execution that you intend to manage against Now, as the project plan is updated, you can always go back and compare it to baseline to determine where things are going better or worse than planned

32 Tracking Project Progress and Documentation Now let s actually do the work

33 Demo

34 Task Management When a task is assigned to you, you can update the status of that task through the Tasks interface inside of PWA This only requires Project Lite licensing in Online Update work completed, and work remaining, percentages will come along automatically

35 Task Management The Project Owner(s) will Check Progress from Project pane All task updates will be provided, and can be automatically updated within the project plan, or excluded Status Report schedules can be created to request daily or weekly updates from resources on the project

36 Project Sites Project can create SharePoint sites (of any template) to go along with project plans Can be configured to create at Project Publish time Can be configured to be created as a part of the Project management workflow process at specific phases Can be configured to create different sites for different project times Can be configured to use remote SharePoint servers rather than directly underneath the project center

37 Conclusion Chances are you should be tracking projects inside of Project (or a similar product) Chances are you are already using SharePoint to track project documentation Project Server builds on top of Project and SharePoint to provide an enterprise-class Project Management solution

38 Managing Projects with Project Server Justin