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Building a Project
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- Project Management Career day |
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Building a Project management information system in your organization with Microsoft Project
We will discuss his experiences and recommendations based on implementing several PMIS (Project Management Information Systems) for clients using both Microsoft Project and Microsoft Project Server. A PMIS captures information about an organization’s current and future projects to allow workload analysis across multiple projects and porfolio management. We will compare building a Project Management information system with Microsoft Project and Project Server. Simple versions of a PMIS can be built with desktop versions of Microsoft Project. The decision process to determine whether to use Microsoft Project or Project Server will be included in the discussion. This talk will show how Project Server enhances electronic collaboration and simplifies the construction of a robust information system with full security.
Table of Contents
Building a Project management information system in your organization with Microsoft Project
1. Describe a PMIS project management information system.
2. Why do project managers use Microsoft Project
2.1. Capture Planning decisions and stimulate thinking.
2.2. Communicate with project team and stakeholders.
2.3. To track project progress
3. Why build a PMIS (Benefits)
3.1. Increase leverage of valuable planning information.
3.3. Example of a non-integrated environment
3.4. Manage Project Portfolios with desktop Microsoft Project
3.5. Analyze Workload cross multiple projects
3.6. Workload analysis graphs by project in Web Access from Project Server
3.7. Workload analysis graphs by resource in Web Access from Project Server
3.8. Create consistent reporting across all projects
3.9. Create centralized Timesheet Collection with Project Server
3.10. Keep projects on the Radar screen
3.11. Reduce workload of project managers.
4. Why use Microsoft Project for PMIS
5. Key success factors in setting up a PMIS
5.2. Implementation Competence
5.3. Microsoft Project interfaces
5.4. One or more project templates
6. Steps to build a PM information system PMIS foundations
6.1. Understand organization challenges and requirements
6.2. Create repository of up to date projects
6.3. Create stub project plans for projects with no plans.
6.4. Summarize project portfolio
6.5. Building custom views and reports
6.6. Compare MSP desktop with Project Server
7. Compare Project Server with Standalone Microsoft Project.
8. Install and Configure Project Server
8.1. Only Admininistrator Id after Project server installation
8.3. When to implement Project Server
9. Overcome Challenges implementing PMIS
9.1. Organizational vision and commitment
9.2. Challenges to get projects into Microsoft Project 24
9.4. Including unplanned projects in PMIS.
9.5. Interfacing to the accounting system.
9.6. Lack of standardization in organization
1. Describe a PMIS project management information system.
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Document repository |
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Timesheets and Outlook |
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Proposals, Scope definition, Requirements definition, Design specifications, Test docs, |
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Communicate task assignments to team members. Capture where people are actually working and updates project plans. |
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Sharepoint, Word, Excel, Visio, etc |
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Team members |
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Estimating |
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Project files |
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Project reports |
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Work orders Estimating skill needs, work effort and cost |
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Tasks Dependencies Assignments Resources (maybe) |
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Proposals, schedules, to do lists and progress and information repo |
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Excel |
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Stakeholders |
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Procurement |
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Accounts Payable |
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Billing Systems |
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RFP’s, Proposals, Contracts, Timely orders to vendors |
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Actual non-labour expenses |
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Recording and billing project work to customers |
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PM and Purchasing |
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Accounting systems |
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Project management system is the information systems that support project management and deliver information to needed stakeholders.
2. Why do project managers use Microsoft Project
2.1. Capture Planning decisions and stimulate thinking.
Planning combines many types of decisions.
- What needs to be delivered to achieve client objectives?
- What risks and challenges could threaten our project?
- How will we mitigate these risks and challenges?
- What strategies will pursue to produce the deliverables?
- What resources to we need to produce these deliverables?
- How will we track our progress?
Avoid overlooking and forgetting key action items and issues.
Plans helps manage complexity and keep track of the detail in their project.
2.2. Communicate with project team and stakeholders.
Project plans help communication information about the project.
Understand Roles and responsibilities. Identify work to be done and assign responsibility.
2.3. Create consistent reporting across all projects
Project Server enables electronic collaboration which improves better communication to clients, management and stakeholders.
Project reports delivered through Internet Explorer using Project web access.
Requesters can request the format they want in a format they want, when they want (Reports on demand.
Any report can be restricted through security. For example only executives may be able to see certain views.
2.4. To track project progress
Schedule – when should action items be started to finish project on time, within schedule.
What is planned cost? How are we tracking against cost?
3. Why build a PMIS (Benefits)
Projects are vehicles of change. Success of an organization depends upon its ability to implement projects effectively. Improved products or processes are created with projects.
Projects mobilize resources to accomplish business objectives. Make sure that your resources are applied to the most critical projects. Executives find a list of their projects with current status very valuable. Senior management may have no repository of current projects. Smooth flow of information between stakeholders.
3.1. Increase leverage of valuable planning information.
The importance of a project management information system to an organization will be compared to a financial information system. Differences between a PMIS and your finacial accounting system (ComparePMIS WithFinacial)
Roles of other stakeholders (Resources managers, Executives and team members) in the success of the projects.
A project plan is like a table of contents for the project information. The improvement of flow of information in a project. Communicate with team members in current and future phases.
Resource managers can analyze Resource work loads resource workloads across multiple projects.
3.2. Create an integrated environment where updates to the project plans flow upwards into consistent status reports to management.
3.3. Example of a non-integrated environment
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Client |
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Estimating Department |
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Project Scheduling function |
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Project Management function |
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Estimate work packages for proposals Define project structure Identify resource types |
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Import structure to Microsoft Project Create schedules Manage Project |
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Microsoft Excel |
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Microsoft Project |
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Organizational silos.
- Lack of synchronization between different functions
- Organization silos that complicate information flow.
- Estimating in Excel and Planning in Project.
Avoid spreadsheet hell characterized by
- Difficulty in synchronizing different versions of information.
- Labour intensive manual interfaces
- Choose inappropriate tools such as Microsoft Excel. Each management request for information satisfied with a new spreadsheet. The problem comes with updating the spreadsheets and keeping the information consistent. Lots of manual overhead.
Microsoft Project allows you to generate multiple reports from a single source.
In a non intergrated environment you have much manual effort to transfer information from one system to another. In an integrated system this is more seamless.
3.4. Manage Project Portfolios with desktop Microsoft Project
Simple system exists in desktop Microsoft Project using master projects where you can insert sub projects in a master plan and roll up the details. Can drill down to sub-projects.
Master project contain summary of sub projects.
More disciplines required by project managers. They can’t rename project files. Project names must be constant. Cannot save multiple versions of the project plan.
Microsoft purchased a dedicated Portfolio Management system integrated with Microsoft Project.
3.5. Analyze Workload cross multiple projects
Analyze workload analysis across multiple projects to determine each resources workload.
Workload analysis performed by resources managers to assign resourecs to projects and forecast need for new and contract resources. Resource managers should review a person’s existing workload before assigning them to a project.
Resource pool facilitates workload analysis across multiple projects
Use resource usage view. Add project name column to see
which project assignments come from.
3.6. Workload analysis graphs by project in Web Access from Project Server
3.7. Workload analysis graphs by resource in Web Access from Project Server
Consolidation of projects based on resource pool.
3.8. Create centralized Timesheet Collection with Project Server
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1. Resource managers allocate resources to projects. |
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2. Project managers assigns tasks to project team. |
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3. EPM updates resource workloads |
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4. Project manager publishes assignments to team members |
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5. EPM routes assignments to resource timesheets |
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6. Assignments appear in team member to-do lists (timesheets). |
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7. Team member enters actual work & submits timesheet |
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10. Project Professional opens projects and updates project plans |
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11. Revised plans saved in Project Server database |
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So you know where your resources are actually spending their time. Also your source data for billing clients. Must be centralized so because many resources are working on many projects.
Buy a third party timesheet package for desktop microsoft Project. Project Server provides an integrated Timesheet capability.
3.9. Keep projects on the Radar screen
Management tends to want to start new projects before existing projects are complete.
3.10. Reduce workload of project managers.
Opportunity to offload administrative workload from the project manager so they can focus on managing the project. Organizational commitment to improve and standardize project management
Reduce preparation of routine reports.
Automate collection of actual time worked with timesheets. Valuable feedback to project managers that allows them to manage projects better.
Reduce training for new project managers with templates.
4. Why use Microsoft Project for PMIS
Project information may already be available for some projects.
If you are lucky its being reported.
- Ability to add custom fields and views.
- Good scheduling engine
- Highly customizable
- Relatively inexpensive. Microsoft Project $1500 per copy
- Microsoft Project Server about $5,000 and $250 per Web Access Licence.
- High level of customization
- Industry standard = Availability of people and training.
- Capability to analyze resource workloads across mulitple projects.
- Can upgrade from desktop Microsoft Project to Project Server.
Most people think of Microsoft Project being a desktop application for use by Project Managers to enhance their ability to plan, manage and track projects. Many other functions could utilize project information. However updated project plans contain very valuable information that can feed other users in the organization.
5. Key success factors in setting up a PMIS
5.1. Executive Vision
Standardized reporting. Need executive buyin that this in important and willingness to spend the time to make it happen.
Executive experience
Many are previous users of project to support project planning.
5.2. Implementation Competence
To be able to deliver to meet the vision. Create codes to support information processing. How do you want the detailed information to roll up into the accounting system? Create custom fields and reports
5.3. Microsoft Project interfaces
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Global area |
Use |
Resource Pool |
Link |
Workload Analysis |
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Calendars Views Tables Fields Filters |
Organizer |
People Equipment
Expenses |
Use |
Defines where resources are working and what their workloads are. |
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Project administrator |
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Resource Manager |
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Templates |
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Project files |
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Tasks Dependencies Assignments Resources (maybe) |
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Consolidates project files attached to resource pool |
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Project administrator |
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Methodology |
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Timesheets |
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Portfolio |
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Defines how we do things and what tasks occur in summary level tasks |
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Capture where people are actually working and updates project plans. |
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Identifies all projects in organization with rollup of current status |
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PMO and PMs |
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Team members |
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Executives |
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5.4. One or more project templates
Project templates contain stardard workbreakdown structures with generic resources assigned to tasks. Record for template is two days.
Project Templates
- expedite planning in an organization
- provide framework to speed planning for PM novices.
- Reduce level of training required
- Improve consistency of projects.
- Increase managements’ understand of projects.
Coming up with your first template major challenge but imagine if plan is uncertain in senior project manager’s head how complex it is in novice project manager’s head.
6. Steps to build a PM information system PMIS foundations
6.1. Understand organization challenges and requirements
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6.2. Create repository of up to date projects
- Create standard naming for projects
- Store projects in a protected database.
- Build shared resource pool.
- Use enterprise resource pool.
- Reuse of resource definitions saves each project manager from having to define these
6.3. Create templates
6.4. Create stub project plans for projects with no plans.
Record key information like start, finish and budget and key resources.
6.5. Summarize project portfolio
Create a master projects or consolidated projects.
6.6. Building custom views and reports
Build custom views using custom fields, tables and filters. Tables define which columns of data to display. Filters determine which rows to display. Custom fields store organization specific information. Custom fields are used in tables and filters.
6.7. Compare MSP desktop with Project Server
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Microsoft Project desktop |
Microsoft Project with Project server |
Comments |
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Documents |
Hyperlinks allow you to pull information from other sources. |
Each project has Project library in Sharepoint with links between tasks and documents. |
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Risks and issues |
Can be stored as task groups in Microsoft Project |
Stored in Sharepoint |
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Difference in Project Server |
Projects are another data object. |
Can store information and report at the project level. |
Typical project custom fields: Budget, sponsor, champion, |
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Store organization information with custom fields for assignments, tasks, resources and projects. |
Use Custom fields in tables (as columns) and filters. |
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Example budget field because cost not equal budget. |
Cost rolls up from assignments to tasks to projects. |
Budget should be > cost or your project is over budget now. |
Budget = Cost + contingency |
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Standardize codes for reporting. |
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Standardize resource definitions across projects to allow cross-project analysis. |
Develop a resource naming convention. (first name, last name) |
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Setup custom fields |
For tasks and resources Cost (10) Date (10) Flag (30) Number (30) Text (30) |
For tasks, resources and PROJECTS Unlimited |
Custom fields can included complex calculations. |
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Custom Outline Codes |
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Segmented, hierachical codes for sorting and grouping |
7. Compare Project Server with Standalone Microsoft Project.
[CompareProjectSErverWithPP]
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Benefits and differences in capability between PP and PP with Project Server. |
Project Professional stand alone |
Project Professional with Project Server |
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Where are projects stored? |
Each project stored in a single user file. |
Projects stored in protected SQL Server repository |
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Report on multiple projects in organization |
1. Create a master file pointing to multiple projects. 2. Consolidate all projects linked to a central resource pool |
Project center views in PWA show all project you are allowed to see. Can drill down to individual projects. |
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Concurrent access to a single project. |
Windows allows only one user read-write access to a project file. |
Projects checked out and administrator can check forgotten projects in. |
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Security for project data. |
Only file level security defined by windows. |
Comprehensive security for each user group. Critical data can be protected. |
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Resource definitions in shared Resource pool |
Resource definitions shared via a local resource pool that can be stored on the network. |
Resource definitions stored in the enterprise resource pool in Project Server. |
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Storage of custom objects such as calendars, views, tables, filters and fields. |
Custom objects stored in local global on each work station. |
Custom objects stored and protected in Enterprise Global. |
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Administration of custom objects. |
Administration effort to synchronize global on individual workstations. |
Local customization does not persist after each session = more consistent standard views and reports. |
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Distribution of custom views and fields |
Only through shared objects file. Each user responsible for keeping global upto date. Keeps the project administrator very busy. |
Through Enterprise global. Changes picked up when user opens Microsoft Project. |
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Sharing of custom objects between users and work stations to reduce workload and improve consistency. |
Transferred between shared objects file. Hard to keep everyone synchronized. |
PP loads new copy of Enterprise global each time it starts up so distribution of objects very fast. |
8. Install and Configure Project Server
8.1. Only Admininistrator Id after Project server installation
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Project Server installed |
8.2. Project Security
Project information system built on custom views and reports built on custom tables, fields and filters. Custom views not protected in desktop MSP. User could change or delete a component table, filter or view and change your standardization.
Project Server provides security so you can protect your custom views. User can only change views in current session.
Microsoft Project Resource pool not robust. Project Server overcomes this problem with a fully protected resource pool in a SQL Server database.
8.3. When to implement Project Server
Why not just implement project server? Project server requires extra resources to administer and manage it. Project Server reduces the amount of time an administrator has to spend. Project server requires a significant jump in knowledge. Requires organizational commitment. Requires several project administrator expertise.
When to implement with Project Server. A dozen project managers with multiple projects each.
Selecting applications to implement with Microsoft Project
9. Overcome Challenges implementing PMIS
Challenges with implementing a PMIS with Microsoft Project
9.1. Organizational vision and commitment
You need organizational commitment.
9.2. Challenges to get projects into Microsoft Project
Planned project are key input to your PMIS otherwise GIGO. Challenge to get all projects planned in Microsoft Project. Some people resist Microsoft Project. Significant learning curve is a barrier. Combine training and coaching.
9.3. Change management.
Project managers don’t like not being in control. The PMIS can reveal too much information about real project status. Harder to cook the books and present a rosy picture. Project managers passively resist introduction of standards. They resist changing the way of doing things when you try to introduce some standards.
9.4. Including unplanned projects in PMIS.
Not all projects in the organization will have project plans. How to include them in your information system? Some project managers believe that they can manage projects without plans. Create standard project stubs that may only have ten activities in them. Capture phase schedules and budgets in these abbreviated templates.
9.5. Interfacing to the accounting system.
Usually accountants collect timesheet information at a project level. This cannot be used to update the project progress. Accountants have power in the organization and they guard it jealously. Timesheets required to backup billings.
9.6. Lack of standardization in organization
Different projects may be using different project planning software. Hard to consolidate information from different systems.
9.7. Resistance to timesheets
Everyone fills out timesheets. Start pilot with managers first.
Not clear where to post time, better definition of assigned work. Should be a good match on what they are working on and items in the timesheet. Think about timesheet categories first when planning projects and designing templates. Items in timesheet should not be to detailed so you don’t have to many categories in a timesheet.
10. Brian Mullen, MSc, MCP
Brian Mullen, president of I.S.P. information systems planning corp teaches courses in ‘Project Management with Microsoft Project’, Business Process improvement, information engineering, Systems Analysis and Web Design at the University of BC, Calgary, Victoria and Northern BC. He learned Project Management at World class companies like General Electric and Boeing Computer Servcies.
Brian is a Microsoft Certified Professional in Planning, Installing and Deploying Microsoft Enterprise Project Management Solution. He has installed and deployed Project Server at over six organizations including an architecture firm, a telecommunications firm, a manufacturing company and several IT shops.
Please contact me at:
Brian Mullen
I.S.P. information systems planning corp.
604.980.5550 cell: 604.240.4542
www2.cstudies.ubc.ca/~mullen