SharePoint for Project Management Katrina Dittmer - Faegre, Baker, Daniels, LLP Lydia Lumovic Baker McKenzie Linda M. Novosel McKenna Long &

Transcription

1 SharePoint for Project Management Katrina Dittmer - Faegre, Baker, Daniels, LLP Lydia Lumovic Baker McKenzie Linda M. Novosel McKenna Long & Aldridge, LLP Sergey Polak Ropes & Gray

2 Katrina Dittmer Faegre Baker Daniels Thank you for being here today June 10, 2014

3 Background Faegre & Benson and Baker & Daniels merged in January 2012 Many unification projects were needed to merge the processes and systems that support the new firm

4 Enter the Roadmap

5 PMO Site

6 Site Overview Milestones Items with % confidence under 49% and not complete appear as red Risks Items with Severity of high or medium Issues Items with Priority of high or medium Defects All are captured

7 Milestone List Name Notes Baseline Expected Actual % Confidence Days Variance Confidence Status

8 Issues, Risks & Defects All reported items are displayed Medium or High risk items are promoted to the Project Status Summary

9 Lessons Learned Who is this for? Upstream reporting? Project team members? What is the appetite for conformity? How many PMs? Contract/FT?

10 Presenter: Lidia Lumovic Global Legal Project Manager, Baker & McKenzie Global Services, LLC Lidia Lumovic Thank you for being here today June 10, 2014

11 SharePoint and Baker & McKenzie Introduction Over 4,000 attorneys in 75 offices (47 countries) There has to be a better way to work together How can we leverage what we have Using SharePoint to manage Projects Clients Attorneys LPMO

12 Clients Inform Market

13 Clients Global Matter Teaming

14 Attorneys as Clients Day-to-day practice NEW DEVELOPMENTS

15 Capture Metrics Attorneys as Clients Managing PG: Building & Metrics

16 LPMO LPM Department Firm LPM initiatives

17 + Plus Centralized & real-time Collaboration less Views to the world Flexibility and creativity - Delta Time zones and calendaring Alerts Changing view displays Lead a horse to water

18 Presenter: Linda M. Novosel Practice Group Director McKenna, Long and Aldridge, LLP Thank you for being here today June 10, 2014

19 McKenna, Long and Aldridge, LLP Clients demanding more transparency and fee predictability Rolled out MLAdvantage in January 2012 By early 2013, manual support getting increasingly difficult Technology necessary to support program Staffing model required lawyers to be primary users

20 SharePoint Platform Gathered feedback from lawyers regarding needs Assessed whether commercially available tools could meet those needs Decided to build a proprietary tool using SharePoint Customize features based on workflow Integrate application with accounting, new matter, intranet, and document management systems Develop a tool with modular components for different departments Selected a third party vendor to design and build May 2013 Completed first version in Fall 2013

21 Key Features Integrates with accounting, new matter intake, intranet, and document management systems Automates the development, management, and tracking of budgets, staffing models, deadlines, and client deliverables Tracks and documents revisions Provides clients with real-time reports against budget, by phase, task, or timekeeper Allows robust searches of matter budgets based on metadata defined by department Serves as database for pricing and planning future matters

22 Flexible Metadata

23 Assumptions Standard assumptions for each type of matter User can de-select or add assumptions based on specific facts of matter

24 Adaptable Delivery Model

25 Presenter: Sergey Polak Manager of Enterprise Systems Ropes & Gray Thank you for being here today June 10, 2014

26 Project Portfolio Management at Ropes & Gray Introduction Agenda Project Portfolio Process at Ropes & Gray Portfolio in SharePoint Excel Data Analysis

27 Ropes & Gray has 1,100 attorneys, 11 offices in 5 countries Have PMO office for the last 10 years, give or take a few Sergey is Manager of Enterprise Systems in IT Consumer of and contributor to the portfolio Introduction Project Portfolio Management at Ropes & Gray

28 End of Q3 collect project and budget requests from departments and enter them into the portfolio IS Manager is assigned to each project Strategic Review confirm strategic urgency for each project Resource Estimates managers estimate effort for each project Project Portfolio Process Project Portfolio Management at Ropes & Gray

29 Data Analysis How many projects can we actually do? Typically get asked to do 3x what we can do in a year Which groups are over-allocated Communicate back to the business which projects we can and can't do Regular reviews of project list and status with IS management and PMO throughout the year Project Portfolio Process (continued) Project Portfolio Management at Ropes & Gray

30 Almost completely out of the box SharePoint functionality 3 major SharePoint lists: Source Data Resource List Resourcing Multiple views that filter and display the data 2 custom web parts to pivot data Portfolio in SharePoint How We Do It Project Portfolio Management at Ropes & Gray

31 Status Updates Status Updates Add new projects Sample view Resourcing Portfolio in SharePoint Start Page Project Portfolio Management at Ropes & Gray

32 Grouped by director Strategic Urgency Date of the most recent status update General status Start and end dates Portfolio in SharePoint View by Director Project Portfolio Management at Ropes & Gray

33 Dropdown list of projects Hours estimate by month Dropdown list of resources (people) Portfolio in SharePoint Resourcing View Project Portfolio Management at Ropes & Gray

34 General status Text status update Date of the update Overall status Portfolio in SharePoint Status Update Project Portfolio Management at Ropes & Gray

35 Pick a department from dropdown Grouped by resource (person) Portfolio in SharePoint Custom web part Project Portfolio Management at Ropes & Gray

36 Determine availability by department Each department estimates percent of time spent on maintenance Combine maintenance hours and standard out-of-office time with headcount by department to calculate available project hours by month by department Link the 3 lists from SharePoint to Excel Use many pivot tables and lookups to slice and dice the data Excel Data Analysis The Basics Project Portfolio Management at Ropes & Gray

37 Based on # of staff; takes time off into account Available project hours for the year Manager estimate Available project hours / # of staff / 12 months Excel Data Analysis Availability Project Portfolio Management at Ropes & Gray

38 Excel Data Analysis The Big Picture Project Portfolio Management at Ropes & Gray

39 Department available project hours per person per month Hours resourced over the perperson available project hours Excel Data Analysis Drilling Into the Details Project Portfolio Management at Ropes & Gray

40 Focus on Not Started and In Progress Focus on projects we said we d do Per person list of projects, with start/end dates and hours by month Excel Data Analysis Drilling Into the Details Project Portfolio Management at Ropes & Gray

41 Questions We ll now open it up for questions

42 Thank You