Integration to Microsoft Project

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1 Accolade Enterprise Innovation Performance: Integration to Microsoft Project Product Brief

2 Abstract: This Brief focuses on the advantages and benefits of integrating Sopheon s Accolade solution to Microsoft Project. In addition to reviewing the functional implications of such integration, it examines the fundamental orientation of each application on its own, and the business, process and organizational impact of bringing Accolade and Microsoft Project together. Introduction For most manufacturers, the need for product innovation has never been more urgent. Competition is increasing, and market demands are changing and evolving at unprecedented rates. In today s environment, it is essential that R&D and other frequently limited, innovation-related resources are aligned with strategic investment priorities. Research has shown that when innovation strategies and new product development activities are in sync, businesses can grow even in the worst economic climates. Businesses without such alignment often struggle. Sopheon s Accolade Enterprise Innovation Management solution offers proven methods and best-practice based capabilities that enable business leaders to align strategic decision-making and innovation process execution. The result is more efficient use of resources, fewer failed projects, and more high-value new products. Accolade s capacity for deep integration to Microsoft Project provides for new levels of transparency between executives, corporate project management offices (PMOs), project managers, and innovation teams, ensuring alignment between portfolio investment decisions and day-to-day project management activities. It also enables companies to derive greater business value from their use of Microsoft Project. Business Impact The integration between Accolade and Microsoft Project creates a powerful solution that will enhance your organization s innovation efforts in a range of ways. Whether you re a business leader looking for more visibility and transparency of detailed project information; a project manager wanting to save administrative time and better coordinate activities for your project team; or a team member looking for more information and direction related to your project tasks, Sopheon s integration of Accolade and Microsoft Project is the answer. Use of the integrated solution facilitates better collaboration and communication between project managers, product development teams, and business leaders, resulting in more successful new product initiatives and improved project management execution. Challenges Addressed by the Integrated Solution The impetus for integrating Accolade and Microsoft Project arose out of Sopheon s years of experience in working with innovation teams across a variety of industries. Before this solution was available, Microsoft Project plans created in conjunction with a Stage-Gate project would typically reside in isolation on an individual project manager s desktop. The detailed information in these project plans was not easily shared, even with team members and business leaders who were stakeholders in the project. The plans placed an administrative burden on project managers, not only because they took considerable time to build, but because the only way to keep them up to date was to constantly request updates from project teams and add the new information to the plans manually. Based on examination of these challenges, the integration between Accolade and Microsoft Project was designed to achieve three principal goals: Increase visibility of detailed project plans to enable all vested stakeholders to track plan progress. Enable more efficient communication between project managers and team members. Reduce the administrative time required of project managers in plan development and maintenance, easing the adoption of best practices in project management and gated process execution. 2

3 Orientation of the Integrated Solution The power of the integration between Accolade and Microsoft Project is rooted in the strong synergies that result when both applications are used together. The features and benefits of each application directly complement one another. As an end-to-end Enterprise Innovation Performance solution, Accolade offers a comprehensive set of capabilities focused on providing decision-making support. It enables cross-functional teams, team leaders, functional managers, business leaders and senior executives to come together to determine the markets, strategies, ideas, concepts, products, and technologies that will generate the best return on innovation investments. The features and benefits of Accolade have been carefully developed to help companies more easily define, plan, prioritize and govern innovation projects and programs. This enables organizations to make better investment decisions both at the portfolio level and the project level (e.g., during gate meetings that occur at key points during the product lifecycle). Microsoft Project, on the other hand, is a specialized tool that is designed to assist project managers in more efficiently and effectively planning and scheduling a set of detailed project tasks. The features and benefits of Microsoft Project are specifically designed to address the unique requirements of organizing and managing the execution of large numbers of project tasks, including the creation of complex Gantt charts and identifying critical paths across many tasks. Accolade and Project Management - with or without Microsoft Project For a large number of team leaders and organizations, the core capabilities available in Accolade fulfill their requirements for high-level project planning. Many organizations routinely use Accolade to manage various project-oriented activities. The ability to manage these project-related tasks within Accolade complements and enhances the decision-making process support inherent in the application. Accolade s core project-management related functionality allows users to: Create repeatable process models; Assign deliverables and activities (with deadlines) to team members; Track the status of projects, deliverables, and activities; Promote cross-functional collaboration, coordination and reporting through a single project portal; Use automatic notifications to communicate changes in status, timing, and ownership; and Track resource plans and identify bottlenecks. These Accolade features can also be easily adopted by marketing, sales, manufacturing, human resources, and other departments to enable their input and participation in managing project and portfolio investments. Accolade s capabilities are sufficiently rich that, in most cases, these functions will not require any additional project management support. However, for project managers who lead business groups and manage complex projects, more intricate tools such as Microsoft Project are a necessity. It is for these individuals, and the organizations of which they are a part, that Sopheon developed the integration between Accolade and the Microsoft Project offering. 3

4 Features and Benefits of Integrating Accolade to Microsoft Project The benefits available through the integration of Accolade to Microsoft Project are achieved through a robust collection of features. FEATURE BENEFIT Accolade serves as a centralized location to store all Microsoft Project plans including projects not managed by gated processes A web-based viewer in Accolade allows business leaders to review project schedules and Gantt charts without requiring the desktop installation of Microsoft Project Increases visibility of project plans to enable executives and PMO leaders to assess all project investments, track progress, and identify problems earlier Tasks defined in Microsoft Project are also visible in Accolade and are communicated via notifications Team members can communicate the status of Microsoft Project tasks directly from Accolade Facilitates more efficient communication between project managers and team members A team-creation tool in Accolade reduces the effort required to define new project teams in Microsoft Project Bi-directional integration reduces double-data entry and enables comprehensive scheduling of Accolade projects via the familiar Microsoft Project interface Reduces the administrative burden on project managers, easing the adoption of Stage-Gate and project management best practices Intuitive Save to Accolade capability enables seamless upload of project plans from Microsoft Project to Accolade Table 1: Features and benefits of integrating Accolade to Microsoft Project It is worth noting that an ancillary benefit of the integration created by Sopheon between Accolade and Microsoft Project is the enhanced usability of Microsoft Project itself. The integrated solution creates more visibility for Microsoft Project plans and effectively elevates individual plans to a portfolio level by efficiently sharing and communicating them via Accolade. By implementing the integration, organizations will likely realize increased adoption and utilization of Microsoft Project and derive greater value from the Microsoft software than if it remained a standalone. Summary In today s competitive markets, the urgency to innovate continues to grow. So, too, does the importance of ensuring that R&D and other often-limited, innovation-related resources are aligned with strategic investment priorities. By integrating Sopheon s Accolade with Microsoft Project, businesses are better able to synchronize strategy and innovation process execution. Use of the integrated solution facilitates better collaboration and communication among project managers, product development teams, and business leaders. The result is more efficient use of resources, fewer project failures, and more high-value, new products. 4

5 Appendix Individual Functional Elements of the Integration of Accolade to Microsoft Project The table below provides a detailed summary of the functional elements resulting from the integration of Accolade to Microsoft Project. Functionality Ad hoc activities added in Accolade appear in Microsoft Project Accolade s Owner field can be updated from Microsoft Project Accolade s Status field can be updated from Microsoft Project Accolade s Deadline date can be updated from Microsoft Project Microsoft Finish date (Accolade Plan date) can be updated from Microsoft Project Accolade s team information can be created and updated from Microsoft Project Conflicts between Deadline dates and Plan dates can be easily identified Accolade s Save to Accolade feature can be used to upload project plans Microsoft Project plans can be viewed (via web-based viewer) without the user needing Microsoft Project Professional or Microsoft Project Standard on his/her desktop Ad-hoc tasks can be added to a Microsoft Project plan and tracked in Accolade Status Notes added in Accolade can appear in Microsoft Project plans Version control on Microsoft Project plans can be used within Accolade notifications are automatically sent to Accolade team members who are assigned tasks from Microsoft Project Support for Microsoft Project 2007 and 2010 Accolade 5

6 Bi-directional Updates A powerful component of the integration between Accolade and Microsoft Project is the bi-directional nature of data synchronization. The following is a summary of primary data fields and the nature of the synchronization Data Field Accolade Owner Accolade Status Deadline Date Microsoft Project Finish date Accolade Status Notes Type of Synchronization Field is bi-directional; updates can be made either in Accolade or Microsoft Project and refreshed in the other application Field is bi-directional; updates can be made either in Accolade or Microsoft Project and refreshed in the other application Field is bi-directional; updates can be made either in Accolade or Microsoft Project and refreshed in the other application Referred to in Accolade as the Plan date; this field is controlled by Microsoft Project and can only be changed from Microsoft Project, which updates Accolade Controlled by Accolade; changes can only be made from Accolade; updates are refreshed in Microsoft Project How Sopheon Can Help Since the solution was first launched in 2001, Sopheon s solutions have been successfully integrated with a variety of third-party systems, enabling our customers to incorporate relevant data from other corporate processes into the product innovation process. Sopheon s expert implementation team can support you in defining, configuring, and integrating your third-party system with our Accolade solution set. The result will be a single source of truth for more effective product development and portfolio decision-making, ensuring that you derive the maximum value from the use of our software. Contact us at info@sopheon.com to learn more. info@sopheon.com Sopheon Corporation Tel: Sopheon NV Tel: +31 (0) Sopheon UK LTD Tel: +44 (0) Sopheon GmbH Tel: +49 (0) Copyright Sopheon plc. All Rights Reserved. Sopheon and Accolade are trademarks of Sopheon plc. Stage-Gate is a registered trademark of the Product Development Institute. Microsoft is a trademark of Microsoft Corporation in the United States and/or other countries. All other trademarks are the sole property of their respective owners. PB-11-07

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