Project tracking and metrics on share point
-
Upload
lizgardipee -
Category
Business
-
view
1.319 -
download
0
description
Transcript of Project tracking and metrics on share point
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Project Tracking & Metrics on SharePoint
Liz Gardipee & Kathleen Ruggeri May 2012
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.Copyright © 2011 Rockwell Automation, Inc. All rights reserved. 2
Rockwell Automation at a Glance
Fiscal 2011 sales:approximately $6 billion
Employees: about 21,000
Serving customers in80+ countries
World headquarters: Milwaukee, Wisconsin, USA
Trading symbol: ROK
Leading global provider of industrial power, control, and information solutions
Leading global provider of industrial power, control, and information solutions
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Tech Comm at Rockwell Automation
Shared service in the U.S.
Primary locations Cleveland, Ohio Milwaukee and Mequon, Wisconsin
Other locations Chelmsford, MA Eden Prairie, MN Shirley, NY Singapore
3
Information Development & Publishing
• Staff• 30 employees• 4 contractors
• Roles– Information Architect– Information Developer– Editor– Manager
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 4
Agenda
Where We Are Now/Results
Challenges & Tips for Getting Started
What You Can Do with the Data
Our Project List and Time Tracking Tool
Where We Started
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Where We Started - 2008
We needed a single place for accurate, up-to-date project informationthat multiple people could access at the same time.
We struggled with Multiple spreadsheets from different groups and locations Frantic assembling of non-standard information into a group-wide
report to management Repeating this process each time workload or finance information was
needed Metrics that had to be calculated by hand Not having metrics for all groups Too many methods for individual status tracking No central location to keep data
5
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Our Project List and Time Tracking Tool
SharePoint – created using WSS2 (Windows SharePoint Services)
Formed a team and undertook a project with these goals Provide a central location for all planning and reporting data Allow for flexibility in reporting for business units/finance Enable simultaneous access to multiple users Ensure data consistency (pull-down menus, radio buttons) Track work for all roles (Architect, Developer, Editor) Use only standard SharePoint functionality, no customization
6
Copyright © 2012 Rockwell Automation, Inc. All rights reserved. 7
First Step: Principles of Project Tracking
Project data is not polished Simply recording facts
Project data is used as neutral data Not for rating people on productivity
Project data belongs to everyone at Rockwell Automation Reflects work being done for the company
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
How It Works
Manager typically creates the record Planned/unplanned work Typically enter projects with completions at least 18 mo to 3 yrs out
Each person has own record for their portion of a project Architect record shows up-front planning/research time Developer record tracks content development Editor records show level of edit and editing hours Post-production tasks also can be represented
Manager reviews records often Status info on current projects; workload balancing/new assignments Data integrity/cleansing
Quarterly reports to business unit finance department8
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Creating/Editing a Record
Can be done by the manager or the contributor User-friendly data entry screen with pull-down menus, radio buttons,
pop-up calendars, and instructions on what to enter in each field Work on one record at a time
9
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
What Our Tool Looks Like
The Project List and Time Tracking Tool is a customized SharePoint list SharePoint lists behave much like Excel spreadsheets
10
Headings
Rows
Cells
Colum
ns
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Tracking Types of Work - Roles
Architect, Developer, Editor Project Leader, Team Member Production, Translation Support
Multiple roles for a publication.
11
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
How We Manage over 40 Pieces of Metadata in Each Record
SharePoint lets you create multiple views of the same list Views enable filtering, grouping, and sorting of a subset of metadata Only display the columns you want to see (or want others to see) Views can be personal or public
12
Use the Launch View menu to choose the view you want.
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Example View – Metadata for Language Translations
Records are filtered to show Role = Translation Support
Only the 10 fields we are interested in are displayed
13
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Quarterly Report of Actuals
Submitted to business units and finance department
14
Sample DataBusiness Structure Cost of Work Completed Trans. PO Amount (USD)Business Segment A $41,193 $226,804
Business Group A1 $34,155 $176,161Controllers $15,801 $89,667
1427.2.4 $2,001 $29,2742102.1.4 $12,213 $55,0002163.1.4 $1,587 $5,392
Process $414 $18,3332144.1.4 $414 $18,333
Touchscreens $17,940 $68,1612029.1.4 $4,485 $7,7682124.1.4 $13,455 $60,393
Business Group A2 $7,038 $50,643Motion Control $7,038 $50,643
2017.2.4 $6,383 $41,4632078.2.4 $518 $3,531998.2.4 $138 $5,650
Business Segment B $2,208 $45,197Business Group B1 $2,208 $45,197
Drives $2,208 $45,197705.2.4 $2,208 $45,197
Grand Total $43,401 $272,001
• Reporting structure is coded for our finance department.
• Costs are reportedby Project Numbereach quarter.
• Business units payback to our cost center.
• Allows variable staffing to meet their demand.
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
What You Can Do with the Data: Reports
Metrics–baseline numbers for estimating future work Tables showing hours/publication type, average durations, etc. Metrics for Architects, Developers, and Editors
Future Workload–managing workload Snapshot of a contributor’s project list and graph of future workload Good tool for employee-manager meetings
Future Costs Labor Translations
Trends–year-to-year changes to use in making a business case Graphs showing amount of work for different business areas Identify growth areas–where we need to build expertise Identify areas in decline–where people should move to new things
15
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Metrics based on past projects are used to estimate future projects
You can pick a single number to estimate a publication—no calculating based on page count!
Metrics Reports
16
Average of Actual Hours to Date New or RevisionBusiness Unit Deliverable Type New Revision
Controllers UM 275 103Drives UM 114 58Industrial Components UM 75 32Motion Control UM 395 117Touchscreens UM 203 60
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
One-page summary
Includes notes and assumptionsrelated to the project
Items on this estimatesummary are added to ourproject list for scheduling
Engineering uses this estimatefor their project budget
Providing Estimates
17
Labor metrics and translation estimates are used to create the estimate summary for the project.
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Future Workload Report
Tool to evaluate resource loading Target 130 hrs/mo 75% loading
Enables meaningful workload conversations
Some of the May workcan be started in April
Might need to negotiatea later release date for the item due in May
Can add additional workfor July and August
18
Projects by Month for John Smith Remaining Hours2012-04 106
Servo Drives User Manual 1062012-05 200
Toolkit Quick Start 2002012-06 100
Motion Control Selection Guide 1002012-09 157
Cost Reduction Project 157Grand Total 694
2012-04 2012-05 2012-06 2012-09
Total 106 200 100 157
25
75
125
175
225
John Smith’s Future Workload
Assig
ned
Wor
k
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Forecasting for Future Work
Costs are used for annual budget review
Hours are used to identify need for contract resources
19
Sample Data
Reporting Structure Est. Hours Est. Labor Cost Est. Translation Cost
Business Segment A 8231 $567,922 $1,966,238
Business Group A1 8231 $567,922 $1,966,238
Controllers 7900 $545,100 $1,874,728
Process 300 $20,700 $88,275
Touchscreens 31 $2,122 $3,235
Business Segment B 87 $6,003 $18,361
Business Group B1 87 $6,003 $18,361
Industrial Components 87 $6,003 $18,361
Grand Total 8318 $573,925 $1,984,600
• Filter to show data for 2013.
• Reporting structure is coded for our finance department.
• Cost calculations are built into the list. We can change the plan, then simply refresh the report.
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Shows where we need to develop competencies and/or adjust staffing
Consistent need for multiple resources
Growth Trend–need to develop more expertise
Declining Trend–develop skills in other areas
Trend Reports
20
FY07 FY08 FY09 FY10 FY11Controllers
02000400060008000
1000012000
FY07 FY08 FY09 FY10 FY11Motor Control
0
500
1000
1500
2000
FY07 FY08 FY09 FY10 FY11Catalogs
01000200030004000500060007000
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Challenges
What we still struggle with Data accuracy
Project names for grouping multiple deliverables Dates in the past–people not keeping up with dates moving out End-of-year cleanup so that metrics can be generated smoothly
Corporate IT issues Company needs to provide and maintain a SharePoint server Complying with IT governance
• Version• Features• Site migration to new server
Redundant to other company time-tracking systems Timeliness of each person in tracking their data
21
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Tips for Getting Started
Define business needs What does management want/need? What do contributors want/need?
Decide what you want to know Scope what you want to include Define fields that will give you what you want out of the system Some of the things that we are tracking
22
Tracked Item Based on Data Fields
Project duration Actual start date, Actual completion date
Hours/pub type Pub type, Actual hours worked
Annual business unit support Business unit name, Actual hours worked, Fiscal year
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Once It’s Up and Running
Expect an ongoing commitment
Create a standard set of reports for your metrics
Experiment with year-to-year data to identify trends For example, Development time is greater for new publications and
varies by product line, but Editor time is not impacted
Identify improvement areas For the tool For data entry For reports
23
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Where We Are Now
Using SharePoint WSS3, our company-wide environment
Using our Project List and Time Tracking Tool since June 2008 Over 1300 active projects More than 6500 completed records from 2006-2011*
*Records for 2006-2007 were loaded from spreadsheets to get our legacy data into the tool
Using our metrics provides estimates that are over 80% accurate
24
FY09 FY10 FY11 FY120
5000
10000
15000
20000
25000
30000
35000
40000
45000
Actual Hours
Estimated Hours
Annual Totals
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
Results
Our Project List and Time Tracking Tool allows us to Manage data for multiple teams in different locations Solve business need for consolidated/consistent view of our workload Enable simultaneous access to multiple users Improve ease-of-use for time entry Achieve data consistency (pull-down menus, radio buttons, pop-up
calendars) Track work for all roles (Architect, Developer, Editor) Quickly generate a variety of reports Enable accurate labor-hour reporting, as well as annual planning and
budgeting to business units Change the list design whenever we need to without shutting down
our tracking system
25
Copyright © 2012 Rockwell Automation, Inc. All rights reserved.
www.rockwellautomation.com
Follow ROKAutomation on Facebook & Twitter.Connect with us on LinkedIn.
Questions?
Liz Gardipee - [email protected] Kathleen Ruggeri - [email protected]