Global Project Management System Reporting Portal. March 2012

Transcription

1 Global Project Management System Reporting Portal March

2 Agenda Background Example Reports Bells & Whistles Lessons Learned & What s Next Daiichi Sankyo, Inc. 2

3 The Problem Senior Management was frustrated by conflicting status reports. i.e. no: Single Version of the Truth Function/Department management was frustrated by the lack of visibility into upcoming work. There was no repository of lessons learned. Clinical Research Organizations (CROs) Clinical Study Managers (CSMs) Project Team Members Status Reports Project Manager Clinical Tracking Log Updates to functional mgmt Governance Office Project Schedules Project Team Leader Project Summary List Monthly Project Reports Outsourcing Stage Gate Slides Portfolio Mgmt Slides Project Update Slides Requests for Team Members Metrics Team Member Lists Management Daiichi Sankyo, Inc. 3

4 The Magnitude of the Problem * From Daiichi Sankyo, Inc. 4

5 The Solution: Architecture Replace existing stand-alone documents with on-line reports using a common database Leverage existing SOPs Daiichi Sankyo, Inc. 5

6 The Solution: MS Project as Data Source Use Existing MS Project schedules as the data source for project plans Although schedules are customized, key milestones are tagged with standard codes Added task attributes to get a database of project description Work location (region) Marketing submissions supported Indication(s) () supported Milestone IDs (for standard milestones, e.g. FSI, IND) Clinical study phase Daiichi Sankyo, Inc. 6

7 Rollout Plan US & EU Data Providers (CSMs & PMs) Aug 2011 JP Data Providers (CSMs & PMs) TBD 2012 US & EU Report Viewers (Mgmt, Proj Team Members, Others) + JP PMs Feb 2012 JP Report Viewers (Mgmt, Proj Team Members, Others) TBD 2012 Daiichi Sankyo, Inc. 7

8 Agenda Background Example Reports Bells & Whistles Lessons Learned & What s Next Daiichi Sankyo, Inc. 8

9 GPMS Reporting Portal Landing Page Pipeline matrix List of all active projects grouped by phase and therapeutic area Navigation links to all standard reports, grouped by: Portfolio Level Project-specific Study Level Daiichi Sankyo, Inc. 9

10 Portfolio Summary: Point of Decision Replaces Excel spreadsheet of all projects in portfolio Contains data from: MS Project Server Multiple SharePoint lists Teams Reports Active Directory Phase, last & next Point of Decision (PD) calculated From MS Project Server based on business rules Simple SharePoint list with: Customized views Grouping, sorting, filtering Data can be exported to Excel for further analysis Custom Formatting to support multiple browsers Daiichi Sankyo, Inc. 10

11 Portfolio Level -- Study Milestones Provides previously unavailable information about upcoming work Daiichi Sankyo, Inc. 11

12 Project Team Support: Decision, Action Item, Issue, & Risk Logs Replaced Excel-based lists Standardized reporting conventions, classifications, date formats, etc. Centralized for all projects and allows key word searches to facilitate sharing lessons learned across projects Used to support team meetings and populate monthly status reports Action Items can be managed through h SharePoint & Outlook Tasks features 12 Daiichi Sankyo, Inc.

13 Monthly Project Summaries Replaced Word-based reports for executives Pulls data and project timelines from MS Project Server Flagged Risks and Issues log entries automatically displayed Project Team Members can edit data directly through report page Daiichi Sankyo, Inc. 13

14 Project Slip Chart Provides previously unavailable information Graphically displays and magnitude of slippage of key project milestones Provides quick visual update of project performance Leverages data pulled over time, even though historical data changes are no longer available in MS Project Server Daiichi Sankyo, Inc. 14

15 Team Membership Management Teams Report replaces Excel spreadsheets Strategic and Operational Teams are defined through custom UI and viewed directly trough SharePoint lists SharePoint People Picker is integrated with Active Directory Team Members appear as hyperlinks which display AD profile information and direct ing capability Daiichi Sankyo, Inc. 15

16 CRO Data Entry Forms Web-based Data Entry Forms used by CROs to submit Study Updates Uses Real-time Edit Checks to capture clean data in standardized format Submitted data triggers an automated notification workflow CRO data is reviewed and approved prior to appearing on reports Automatic flagging is used to highlight missed deadlines or changed milestone dates Daiichi Sankyo, Inc. 16

17 Custom Clinical Tracking Reports Approval Status of CRO provided data Study Profile Study Milestone data from MS Project Server Enrollment from Daiichi Sankyo, Inc. CROs 17

18 Agenda Background Example Reports Bells & Whistles Lessons Learned & What s Next Daiichi Sankyo, Inc. 18

19 Mouseovers Used to provide definitions and navigational help Daiichi Sankyo, Inc. 19

20 Use of SharePoint Lists List data can be sorted, grouped, & filtered by end users Personal and customized views can be saved and shared All data can be exported directly to Excel for further analysis Daiichi Sankyo, Inc. 20

21 Agenda Background Example Reports Bells & Whistles Lessons Learned & What s Next Daiichi Sankyo, Inc. 21

22 Lessons Learned MS Project attributes that seem simple to the system owner may not be simple to the project managers. People who are used to creating reports in Excel don t like rules and forced consistency. Single Version of the Truth is not as straight forward as it sounds Different update cycles for study and project-level data Teams continuously consider multiple scenarios Everyone has a different crystal ball There is a lack of commercial tools for creating good schedule graphics for management. Daiichi Sankyo, Inc. 22

23 What s Next: Integrated Project & Portfolio Management People: Estimate HR required and provide portfolio-level comparisons with capacity Team Support: More fully leverage SharePoint s collaboration capabilities Money: Estimate costs and provide portfoliolevel comparisons with budget guidance Risk: Enhance portfolio reports to show likelihood of work being conducted Time: Provide more graphical schedule reporting and reports on schedule metrics Daiichi Sankyo, Inc. 23