MPA March 8, 2006Jeff Oltmann, (503) 644-6433,

jeff@spspro.com 1

How Microsoft Project®Supports a Management System

Jeff OltmannMPA March 8, 2006

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 2MPA March 8, 2006

If we don’t succeed,we run the risk of failure

--J. Danforth Quayle

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 3MPA March 8, 2006

From Idea to Satisfied Customer?© 2006 Synergy Professional Services, LLC MSys-001

BusinessResults

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 4MPA March 8, 2006

Integrated Management System

Market Planning

Strategic Planning

Platform or Enterprise

Architecture

D P E CProduct

Delivered

Software Completed

Service Deployed

Resources and

Capabilities

Project Selection Process

© 2006 Synergy Professional Services, LLC MSys-002

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 5MPA March 8, 2006

Project Management

D P E C

Project Management:“Do Projects Right”

© 2006 Synergy Professional Services, LLC MSys-002a

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 6MPA March 8, 2006

Program Management

Program Management:“Do Projects Together”

© 2006 Synergy Professional Services, LLC MSys-002b

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 7MPA March 8, 2006

Portfolio Management

Market Planning

Strategic Planning

Platform or Enterprise

Architecture

Resources and

Capabilities

Project Selection Process

Portfolio Management and Business Planning

“Do the Right Projects”

© 2006 Synergy Professional Services, LLC MSys-002c

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 8MPA March 8, 2006

Operations

Product Delivered

Software Completed

Service Deployed

Operations Management“Meet the Need”

© 2006 Synergy Professional Services, LLC MSys-002d

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 9MPA March 8, 2006

The Parts Work Together

Solid Management and Execution

Strategic Planning Cycle: set goals

Portfolio Review Cycle: select projects

Ongoing Program and Project Management: do projects well

© 2005 Synergy Professional Services, LLC

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 10MPA March 8, 2006

Microsoft Project Best Supports …

Market Planning

Strategic Planning

Platform or Enterprise

Architecture

D P E C

Resources and

Capabilities

Project Selection Process

© 2006 Synergy Professional Services, LLC MSys-002e

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 11MPA March 8, 2006

MSP Supports Project Management

� Planning a project� Dependency modeling and critical path

analysis� Evaluate alternative scenarios� WBS support� Resource planning

© 2006 Synergy Professional Services, LLC MSys-003

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 12MPA March 8, 2006

Example: Dependency Modeling

• Correctness• Focus• What-if’s

© 2006 Synergy Professional Services, LLC MSys-004

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 13MPA March 8, 2006

MSP Supports Project Management

Planning a project� Dependency modeling and critical path

analysis� Evaluate alternative scenarios� WBS support� Resource planning

© 2006 Synergy Professional Services, LLC MSys-005

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 14MPA March 8, 2006

Example: Work Breakdown Structures

2 Design2.1 Design a new motherboard assembly

2.1.1 Design the new logic2.1.2 Update the schematics2.1.3 Write new simulation cases2.1.4 Update the simulation environment with new software2.1.5 Run the simulations and fix bugs2.1.6 Layout the new PCB

2.2 Build prototype systems with new motherboard2.2.1 Define the Bill of Materials2.2.2 Purchase the parts2.2.3 Fabricate motherboard PCA2.2.4 Build the first prototype systems

2.3 Initial power on2.3.1 Do a smoke test2.3.2 Run power on self test2.3.3 Boot the operating system

Fix up eyesore vacant lot

1.0 Define 2.0 Plan 3.0 Execute 4.0 Closeout

1.1 Scope project

1.2 Get grant

2.1 Design fence

2.2 Design garden

3.1 Cleanup junk

3.2 Create garden

3.3 Build fence

4.1 Clean up mess

4.2 Hold party

3.3.1Buy fence materials

3.3.2Install posts and boards

3.3.3Paint fence

3.2.1 Buy garden

materials

3.2.2Plant garden

Fix up eyesore vacant lot

1.0 Define 2.0 Plan 3.0 Execute 4.0 Closeout

1.1 Scope project

1.2 Get grant

2.1 Design fence

2.2 Design garden

3.1 Cleanup junk

3.2 Create garden

3.3 Build fence

4.1 Clean up mess

4.2 Hold party

3.3.1Buy fence materials

3.3.2Install posts and boards

3.3.3Paint fence

3.2.1 Buy garden

materials

3.2.2Plant garden

No Gaps or Redundancy

© 2006 Synergy Professional Services, LLC MSys-006

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 15MPA March 8, 2006

Example: Resource Planning© 2006 Synergy Professional Services, LLC MSys-007

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 16MPA March 8, 2006

MSP Supports Project Management

Steering a project� Progress measurement

� How can you steer if you don’t know how far off course you are?

� Schedule change control and re-baselining� Resource usage and time reporting

© 2006 Synergy Professional Services, LLC MSys-008

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 17MPA March 8, 2006

Using MSP for Program Management

� Higher level of abstraction�Create program backbone

� Shared resource pool� Information for dashboards

© 2006 Synergy Professional Services, LLC MSys-009

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 18MPA March 8, 2006

� Higher level of abstraction

A

B

C

Program Gates

© 2006 Synergy Professional Services, LLC MSys-010

Integration Backbone

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 19MPA March 8, 2006

Using MSP for Program Management

� Higher level of abstraction�Use program backbone

� Shared resource pool� Information for dashboards

© 2006 Synergy Professional Services, LLC MSys-011

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 20MPA March 8, 2006

Source: Solution Brief: ProSight’s Solution for Project Portfolio Management © 2003 by ProSight

Portfolio Management and Business Planning

“Do the Right Projects”

Project Management

“Do Projects Right”

MSP Supports Portfolio Management

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 21MPA March 8, 2006

Source: Solution Brief: ProSight’s Solution for Project Portfolio Management © 2003 by ProSight

Portfolio of Projects in Progress

Investment decisions to be

made

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 22MPA March 8, 2006

Tips and PitfallsDon’t:� Create a hungry

monster� Let the computer

drive the bus

Do:� Keep the horse in

front of the cartCartoon courtesy of an anonymous project manager!

Cartoon courtesy of an anonymous project manager!

What

How

��

© 2006 Synergy Professional Services, LLC MSys-012

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 23MPA March 8, 2006

Tips and PitfallsDon’t:� Ignore diversity

Do:� Catch the rolling wave

TechnicalRoutine

UniqueAdministrative

Technical Newness

Com

plex

ity�

© 2006 Synergy Professional Services, LLC MSys-013

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 24MPA March 8, 2006

Tips and PitfallsDon’t:� Pin your butterflies

Do:� Follow all the steps

Sequence tasks

WBS

Estimate tasks

Calculate schedule

Assign people

�

� �

��Fix conflicts

�

Charter

Scope

�

© 2006 Synergy Professional Services, LLC MSys-014

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 25MPA March 8, 2006

Tips and PitfallsDon’t:� Confuse accuracy

with precision� Forget to dust!

Do:� What-if’s� Target your audience

Revi ew engi neer i ng best pr act i ces dat abase

Start: 1/6/03 WBS 1.1.2

Finish: 1/7/03 Dur: 2 days

Res: sr, jr2 Total Slack: 136 days

Com pl et e a FM ECA anal ysi s

Start: 1/8/03 WBS 1.1.3

Finish: 1/10/03 Dur: 3 days

Res: sr, jr1, jr2 Total Slack: 136 days

Val i dat e t echni cal r equi r em ent s

Start: 1/6/03 WBS 1.2.1

Finish: 1/10/03 Dur: 5 days

Res: sr, jr1 Total Slack: 0 days

Pul l docum ent at i on f or pr edecessor pr oduct

Start: 1/6/03 WBS 1.2.2

Finish: 1/7/03 Dur: 2 days

Res: jr2 Total Slack: 3 days

W r i t e a f unct i onal spec

Start: 1/13/03 WBS 1.2.3

Finish: 1/17/03 Dur: 1 wk

Res: sr, jr1, jr2 Total Slack: 0 wks

Sel ect key com ponent s

Start: 1/13/03 WBS 1.2.4

Finish: 1/15/03 Dur: 3 days

Res: sr Total Slack: 2 days

For m pr oj ect t eam

Start: 1/2/03 WBS 1.3.1

Finish: 1/3/03 Dur: 2 days

Res: sr Total Slack: 0 days

G et appr oval t o pr oceed t o desi gn phase

Start: 1/20/03 WBS 1.3.4

Finish: 1/20/03 Dur: 1 day

Res: sr Total Slack: 0 days

Desi gn pr oj ect cont r ol s

Start: 1/13/03 WBS 1.3.3

Finish: 1/14/03 Dur: 2 days

Res: sr Total Slack: 3 days

W r i t e a budget , schedul e, and pr oj ect pl an

Start: 1/6/03 WBS 1.3.2

Finish: 1/10/03 Dur: 1 wk

Res: sr Total Slack: 0.6 wks

W r i t e new si m ul at i on cases

Start: 1/23/03

Finish: 1/27/03

Res: jr2

Desi gn t he new l ogi c ( O 2w , N1w )

Start: 1/21/03 WBS 2.1.1

Finish: 2/3/03 Dur: 2 wks

Res: sr, jr1 Total Slack: 0 wks

Updat e t he schem at i cs

Start: 2/4/03

Finish: 2/10/03

Res: sr, jr1

Updat e t he si m envi r onm ent w i t h new s/ w ( O 12, N13)

Start: 1/21/03 WBS 2.1.4

Finish: 1/22/03 Dur: 2 days

Res: jr2 Total Slack: 15 days

Revi ew r et ur n hi st or y of pr evi ous pr oduct

Start: 1/6/03 WBS 1.1.1

Finish: 1/6/03 Dur: 1 day

Res: jr1 Total Slack: 135 days

Pr oj ect Aut hor i zed

Milestone Date: Thu 1/2/03

ID: 1

ID

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

1/2

j r1

sr,j r2

sr,j r1,j r2

sr,j r1

j r2

sr,j r1,j r2

sr

sr

sr

sr

sr

sr,j r1

sr,j r1

j r2

j r2

j r2

W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S M T W T F S S MDec 29, '02 Jan 5, '03 Jan 12, '03 Jan 19, '03 Jan 26, '03 Feb 2, '03 Feb 9, '03 Feb 16, '03 Milestones as of 2/1/03 - Project Fuzzy Wave

ID WBS Code Milestone Date1 1.1.0 Project Authorized Thu 1/2/0312 1.3.4 Approval to Proceed to Design Phase Fri 1/17/0322 2.3.1 Power On Prototype Fri 3/14/0334 4.1.2 Start Pilot Run Tue 4/29/0346 5.1.0 General Availability (GA) Thu 7/10/03

Gantt Chart

Network Diagram

Milestone Chart

Dashboard

� �

© 2006 Synergy Professional Services, LLC MSys-015

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 26MPA March 8, 2006

Is MSP A Real Management Tool?

Yes …

… but only if you use it well.

© 2006 Synergy Professional Services, LLC MSys-016

Jeff Oltmann, (503) 644-6433, jeff@spspro.com 27MPA March 8, 2006

Further Resources

OHSU Center for Professional Development: www.cpd.ogi.eduOHSU Management of Science and Technology: mst.ogi.edu� Classes on business planning, portfolio management, project

management, operations

www.spspro.com/resources.htm� Bibliographies, articles, white papers and case studies on portfolio,

program and project management

� These slides

© 2006 Synergy Professional Services, LLC MSys-017