WE HAVE A GOOD STORY TO. Tineke Speirs Kathy Naylor

Transcription

1 WE HAVE A GOOD STORY TO TELL Tineke Speirs Kathy Naylor

2 AND LIKE ALL GOOD STORIES Plots and sub-plots Brave Its Heroines TRAGEDY Humour Ups and Downs Villains Greenlight Girl!

3 THE SPAR GROUP LTD : PMO ADOPTION CASE STUDY From Spreadsheet to Sharepoint in a few easy steps

4 ONCE UPON A TIME We need a temporary solution to help us manage projects until we get an enterprise system in place can SharePoint do it?

5 IN A LAND AROUND THE CORNER

6 SPAR GROUP - BACKGROUND SPAR Group Core Functions: Central Office Logistics & Warehousing Marketing Training IT Services HR Property management Regional Distribution Centre Regional Distribution Centre Regional Distribution Centre SPAR Store

7 BACKGROUND SPAR as you know it SPAR as we know it who are our customers? SPAR Culture

8 SPAR GROUP IINFORMATION SERVICES PROJECTS RETAIL SYSTEMS POS, kiosk systems, promotions, etc. TECH & OPS Support desktops, line of business applications and IT infrastructure at CO, DCs and stores across the country Several IT projects running in parallel, managed by various BA s/ Project Leaders DC & CORPORATE SYSTEMS ERP, MDM, Logistics, HR etc. OTHER IT-RELATED projects for other departments

9 HISTORY OF THE SPAR PMO 2011 Established a central Project Management Office (PMO) to manage and support projects across SGIS. Contracted consulting company to develop a best-practice Project Lifecycle for SPAR, based on PMBOK Project register existed on Excel PMO struggling for acceptance Mandate Assist in translating SGIS strategy into executable programmes and projects Manage projects and initiatives as an integrated portfolio Track progress and evaluate the benefits realised Develop expertise in the use of project management principles

10 PMO PROGRESS resource, 1 Excel spreadsheet 2 3 weeks to get it updated every month by which time it would be out of date again! % growth in PMO resources Implemented a temporary SharePoint solution for registering and managing projects 2013 Upgrade to SharePoint 2013, expand existing PMO solution SAP implementation 95 projects registered on PMO site resources Phase 2 of the PMO Solution currently in development

11 HOW DID WE GAIN TRACTION? Built and promoted a reasonable methodology Consulted with various groups Provided training in PM principles Support from Exec Project management is included in performance appraisals Approach is How can we help you? People see PM as extra admin and red tape We turned that around to get projects started, completed them in shorter times, hassle- free PMO representative on every project Dedicated team

12 AND NOW BACK TO THE SUB-PLOT

13 THE NEED FOR A PMO SYSTEM No overall view of projects No control over what documents were created or stored, or how Needed to move away from file-based network drive for storing documents Needed to increase visibility of PMO work

14 PMO SITE REQUIREMENTS Provide project owners with user-friendly access to templates and step-by-step guidance through the project lifecycle, from registering and initiating projects, through to execution and final closure Enable project teams to share and collaborate around projects and facilitate project meetings Provide a single searchable source for all project information. Allow the PMO and management to monitor high level progress, flagging projects requiring action or intervention Allow the PMO to provide support on every project and manage projects better.

15 WHY WE CHOSE SHAREPOINT Sharepoint had already been chosen as the intranet platform for SPAR Looking at temporary site, we realised how much could be done with Sharepoint Our list of requirements: 90% fit with what we were looking for, as a first phase

16 SPECIFIC SHAREPOINT BENEFITS Reach extends across the SPAR Group Ltd Manage project documentation Promote team collaboration using project sites Instant overview of project status from centrally managed project register Monitoring & Control Risks Issues Scope Changes Decisions Integration with MS Office (no licence fees)

17 PHILOSOPHY Make it simple to use and easy to access Move away from document library to interactive platform Encourage people to use the bare bones until they are familiar with it Build for the future include extra functionality Keep it current

18 HOW IT WENT First SPAR site on Sharepoint 2013 Some delays because of this Some functionality not available marked for Phase 2 Provided lots of training to SGIS Links are ed, not documents Helped by increase in Sharepoint usage across SPAR Group

19 WE RE NOT YET WALKING OFF INTO THE SUNSET Migrate to SharePoint Online (O365) Extend and embed PMO practice, and usage of the tool in the whole of SPAR Introduce : Project internal budgeting Roll up of critical items (tasks, risks, issues, scope changes) Meeting Management Automated approval process

20 WE VE COME A LONG WAY

21 WHAT IS SHAREPOINT? Web-based Platform Online workspace Accessible 24/7 From any location or device Microsoft O365 Integrates with MS Office Word, Excel, Outlook, Project Familiar office like interface Secure User logins Integrates with Windows security Read/Edit Permissions

22 WHAT IS SHAREPOINT? Information Sharing Document Management Knowledge Management Team Collaboration

23 SOLUTION OVERVIEW Project Management Office New Project Template Project Site 1 Project Site 2 Project...etc

24 PMO SITE: HOME

25 PMO SITE: PROJECTS OVERVIEW View projects according to their Status Filter list by Department

26 PMO SITE: PROJECTS OVERVIEW Projects grouped according to Lifecycle Phase Status Indicators

27 PMO SITE: PROJECT LIFECYCLE Select phase to view process below Click any step in the process to view description & associated templates/documents

28 PMO SITE: PROJECT UPDATES Update Due! = Last Updated > 7 days

29 PMO SITE: PROJECT UPDATES Weekly Status Update Description of current status % Complete Spent to date Monthly Status Report Checklist Phase Sign Off Description of current status (text) Update Project Phase to next phase Revised Delivery Date Revised delivery date Description of current status (text) Revised Budget Revised budget Description of current status (text) Saved to log Automatically update Project Register with latest status info Saved to log with approval status: Pending PMO Power Users Approve/Reject If approved: update Project Register with latest status info

30 PMO SITE: PROJECT RESOURCES Filter list by Project

31 PMO SITE: PROJECTS PER RESOURCE

32 PMO SITE: PROJECT DASHBOARD

33 SOLUTION OVERVIEW Project Management Office New Project Template Project Site 1 Project Site 2 Project...etc

34 PROJECT SITES: HOME PAGE Project Details from Project Register

35 PROJECT SITES: HOME PAGE Project Lifecycle Current phase highlighted Can click on any phase to go to Project Lifecycle page on PMO Site

36 PROJECT SITES: HOME PAGE Project Summary Summary of status based on Project Plan

37 PROJECT SITES: HOME PAGE Links to post new Project Updates Feed showing latest updates for this project

38 PROJECT SITES: PROJECT PLAN Standard list of tasks/deliverables included in the template Can be modified per project Completed tasks can be ticked off Tasks can be indented Tasks/milestones can be added to the timeline Timeline can be colour-coded etc Can be exported to MS Project kept in sync with Project Plan on SharePoint

39 PROJECT SITES: PROJECT DOCUMENTS Link to Document Templates on PMO Site Read Only

40 PROJECT SITES: PROJECT MEETINGS Calendar for tracking project meetings Can connect calendar to Outlook Meetings can be linked to: Decisions Actions Minutes (document)

41 PROJECT SITES: PROJECT DECISIONS Track decisions Link to meeting if applicable Start workflow to get sign off if required

42 PROJECT SITES: DISCUSSIONS & CORRESPONDENCE Can be used to initiate team discussions OR Track s Connect to Outlook, then drag & drop relevant s

43 PROJECT SITES: PROJECT TEAM

44 PROJECT SITES: PROJECT MONITORING

45 WE VE COME A LONG WAY

46 AND THEY ALL LIVED We don t need an enterprise project management system we have SharePoint!

47 Q & A Questions?

48 AND THEY ALL LIVED We don t need an enterprise project management system we have SharePoint!

49 Q & A Questions? Tineke: [email protected] Kathy: [email protected]