MPUG-Global Boston Chapter – September 30, 2003 1 MPUG-global Boston Chapter September 30, 2003...

MPUG-Global Boston Chapter September 30, 2003 1 MPUG-global Boston Chapter September 30, 2003 Meeting Consolidated Presentations Introduction (Slides 2 14) John Cirignano (Patriots Technology Consulting) Meeting Agenda MPUG-Global and Boston Chapter Missions Officers Sponsor Program To Get Active! Project 2003 Update with information links (Slides 15 20) Matt Roderman (Microsoft) Implementing MS Project in the Enterprise A User Story (Slides 21 44) Mark Hall & Jim Maddock (William George Associates)

MPUG-Global Boston Chapter September 30, 2003 2 MPUG-global Boston Chapter September 30, 2003 Agenda William George Associates: Implementing MS Project in the Enterprise - A User Story Microsoft District Office 201 Jones Rd (6th floor, Room MPR-A) Waltham, MA 02451

MPUG-Global Boston Chapter September 30, 2003 3 5:30 6:00 PM Avanti Pandit Registration & Pizza 6:00 6:10 PM John Cirignano, PMP MPUG-Global Membership Benefits Introduction of New Officers 6:10 6:20 PM Pradeep Joshi Carlos Robledo MPUG-Global Sponsors Program - Current Global & Chapter Sponsors, Sponsor Benefits, Sponsor Levels 6:20 6:35 PM Matt Roderman Visio & Project Bus. Productivity Spec. Microsoft New England - Microsoft Update 6:35 7:35 PMMark Hall, President Jim Maddock, IT Director William George Assoc. Implementing MS Project in the Enterprise - A User Story - Q & A 7:35 7:50 PM Avanti Pandit ------------------ Collect Feedback Forms >>> Prizes Drawings Matthew Ventura ------------ PDU Credits 7:50 8:10 PM Break/Networking 8:10 9:00 PM John Cirignano MS Project Mentoring Workshop Attendees and volunteer mentors are asked to stay for the open forum & workshop Agenda

MPUG-Global Boston Chapter September 30, 2003 4 MPUG-Global Mission The mission of MPUG-Global is to provide the installed user base of Microsoft Project with a forum to exchange ideas, support, and experience in order to improve understanding and utilization of all Microsoft Project related products. MPUG-Global is an independent users group formed with the support and recognition of Microsoft. We will actively seek out related organizations worldwide and collaborate with them to encourage the appropriate exchange of information to MPUG-Global membership for all levels of Microsoft Project experience.

MPUG-Global Boston Chapter September 30, 2003 5 MPUG-Global Boston Chapter Mission In support of the MPUG-Global Mission, the Boston Chapter will: Serve as focal point for MS Project User Community in Boston area: Forum for sharing practical, how to knowledge. Access to members only MPUG-Global Intellectual Capital. Foster improvements in productivity & effectiveness thru use of MS Project Provide how to approaches towards implementing PMI-based project management processes. Provide opportunities for members to network & to enhance professional development. Increase proficiency with Microsoft Project. Broaden leadership & organizational skills & experience through participation in officer positions. Network & develop business interests through increased visibility within MS Project user community.

MPUG-Global Boston Chapter September 30, 2003 6 MPUG-Global Membership Benefits The Project Network Monthly Ezine "Members Only" web site Regional meetings MPUG's "backdoor" technical support MPUG "Members Only" special offers Eval, beta and preview Microsoft software Opportunities for knowledge sharing Networking opportunities

MPUG-Global Boston Chapter September 30, 2003 7 Outgoing Officers Will Remain in an Advisory Capacity President Rick Bowe Project Planning Inc. [email protected] Vice-President/Director, Marketing Christine Pinney [email protected] Secretary/Treasurer Dawn Martin Project Planning Inc. [email protected] Public Relations Officer Allison Perkins BMC Software [email protected] PMI Rep. Chapter Liaison Gary Okula Florida Power & Light [email protected]

MPUG-Global Boston Chapter September 30, 2003 8 Introduction of New Officers President Prof. John Cirignano, PMP Pres., Patriots Technology Consulting Boston Univ. Global/Metropolitan College [email protected] www.patriotstechconsulting.com www.bu.edu/global/ Vice-Pres., Programs/ Communications Chris Mauck VP, Enterprise Planning Solutions William George Associates [email protected] williamgeorge.net [email protected] williamgeorge.net Secretary/Treasurer TBD - John Cirignano, PMP (Acting) - Director Corporate Education Liaison Mark Gould Director, Management Dev. Programs Boston University Corporate Educ. Center [email protected] http://www.butrain.com/ Director University Relations Prof. Vijay Kanabar, PhD, PMP Boston University Global/Metropolitan College [email protected] www.bu.edu/met/ Director Special Projects Avanti Pandit Program/Project Management Consultant [email protected]

MPUG-Global Boston Chapter September 30, 2003 9 Introduction of New Officers (cont.) Director Special Projects Carlos Robledo Sales & Marketing Executive and Project Manager [email protected] Director Special Projects Pradeep Joshi Program/Project Management Consultant [email protected] Director MA PMI Liaison Doug Sinclair Pres., Atlantic Information Systems, Inc. [email protected] www.atlanticsys.com/ [email protected] www.atlanticsys.com/ Director NH PMI Liaison TBD- Director RI PMI Liaison Matthew Ventura, PMP CTT+ Sr. Technology Project Manager Fleet Boston Financial [email protected] www.fleet.com Director Central MA PMI Liaison Barbara J. Karten Product Manager [email protected]

MPUG-Global Boston Chapter September 30, 2003 10 Current Global & Chapter Sponsors Global Sponsors PCubed Inc. Microsoft Corporation Boston Chapter Sponsors Integrated Management Associates, Microsoft New England District, Project Planning Inc.

MPUG-Global Boston Chapter September 30, 2003 11 Sponsor Benefits (Subject to MPUG-Global Rules) Exposure and awareness among a highly qualified Microsoft Project audience. Mention at www.mpugboston.org with links to the sponsors website, grouped by sponsorship level. www.mpugboston.org Sponsors may receive mention in chapter communications. Sponsors may provide marketing materials to be made available at chapter meetings. Sponsors are also permitted to contribute prizes to be given away in the chapters usual comment card drawing at the end of each meeting. Sponsors may collect attendee contact information separately on a voluntary basis.

MPUG-Global Boston Chapter September 30, 2003 12 Sponsor Levels Chapter Sponsor (full time) Gold Silver Bronze Meeting Sponsor (temporary) Benefits of being a Meeting Sponsor are essentially the same as those for being a Bronze Chapter Sponsor, but on a more temporary basis. Benefits only apply while the chapter is promoting and conducting the single meeting for which the sponsor is providing support.

MPUG-Global Boston Chapter September 30, 2003 13 Sponsorship Agreement Rqmts. (for chapter sponsors only): Amount of monetary (or in-kind) support by level ($500/year minimum) Number of hours of time and effort by level (1 chapter officer representative minimum) Anyone interested in discussing sponsorship opportunities should send an email to: Carlos Robledo ([email protected]) [email protected]

MPUG-Global Boston Chapter September 30, 2003 14 To Get Active! To join MPUG-Global, please visit: www.mpug.org www.mpug.org To view upcoming Boston Chapter events: http://www.mpug.org/boston.asp http://www.mpug.org/boston.asp To volunteer for officer positions or to volunteer/suggest a meeting speaker, send an email to: [email protected] [email protected]

MPUG-Global Boston Chapter September 30, 2003 15 MPUG-global Boston Chapter September 30, 2003 Agenda Matt Roderman Project and Visio Solutions Specialist Project 2003 Update

MPUG-Global Boston Chapter September 30, 2003 16 Project 2003 Highlights Timesheet Improvements in Project Server 2003 Timesheet Improvements in Project Server 2003 Integrating Outlook with Project 2003 Integrating Outlook with Project 2003 Integrating Outlook with Project 2003 Integrating Outlook with Project 2003 Project Server 2003 Resource and Skills Management Guide Project Server 2003 Resource and Skills Management Guide Project Server 2003 Application Security Project Server 2003 Application Security Project Server 2003 Integration with Active Directory Project Server 2003 Integration with Active Directory

MPUG-Global Boston Chapter September 30, 2003 17 MS Project 2003 Availability Public ordering site: North American customers can order the 60-day evaluation kit for Project Standard 2003 in International English from http://www.microsoft.com/office/preview/trial. asp starting September 22, 2003, and shipping is expected to start in mid-October. http://www.microsoft.com/office/preview/trial. asp http://www.microsoft.com/office/preview/trial. asp Volume Licensing: Project 2003 will be sent on the October select media, with delivery approximately during the 2nd week of October. Project Standard, Project Pro, and Project Server were made available for Microsoft Volume Licensing Services (MVLS) Download on September 15, 2003 in International English. Availability by language will vary, with some languages shipping as late as March 2004. MSDN: October 1, 2003 is the first MSDN Subscriber Downloads date. The English and Japanese bits will be in the November MSDN kit. Subsequent languages will be included in the December and January kits. :

MPUG-Global Boston Chapter September 30, 2003 18 Office 2003 Launch will have Project Breakout Sessions Office 2003 Launch schedule: 10/22 Hartford, CT Civic Center 10/28 Boston, MA Marriott Copley 10/29 Nashua, NH Sheraton Nashua Hotel 11/13 Providence, RI Island Convention Center 11/18 Portland, ME The Portland Marriott

MPUG-Global Boston Chapter September 30, 2003 19 EPM Breakout Session Session 1: Welcome to the Microsoft Office Enterprise Project Management (EPM) Solution. Today's business processes are getting more complex. It's becoming more difficult to understand what steps have taken place, and project managers are under more pressure to produce greater results. By attending this session you'll learn how the new Microsoft Office Project Professional 2003, Microsoft Office Project Server 2003, and Microsoft Office Project Web Access enable you to gain control, empower teams, and provide insight into day-to-day operations. In this 90- minute session you'll see demos of the Microsoft Office Enterprise Project Management (EPM) Solution, understand how organizations are using EPM to solve their business needs, learn about integration with line of business solutions, and discover why Microsoft is so passionate about Enterprise Project Management. Session 2: Ensuring Enterprise Project Management Success. Now that you've experienced the capabilities of the Microsoft Office Enterprise Project Management (EPM) Solution, you need to understand what's required for a successful implementation. Before you can deploy the solution, upfront planning is necessary to identify key stakeholders, agree upon the business language and a set of terms, build a combined vision, and translate this vision into a successful scope document. This session will provide you with an overview of what's involved in this upfront planning stage and some of the best practices that result in a successful Enterprise Project Management implementation. Session 3: Building an Enterprise Project Management Roadmap. You've seen the solution, understand the planning involved, now you need a roadmap for how to get from where you are today to piloting a fully deployed Microsoft Office Enterprise Project Management (EPM) Solution. In this session, you'll learn about the different options available for both planning and implementing EPM, what's involved in the different stages (planning, pilot and rollout) and how a Microsoft Office Project Solution Provider and/or Microsoft Consulting Services can help ensure success.

MPUG-Global Boston Chapter September 30, 2003 20 MS Project 2003 Links Microsoft Project web Site http://www.microsoft.com/office/preview/project/ default.asp http://www.microsoft.com/office/preview/project/ default.asphttp://www.microsoft.com/office/preview/project/ default.asp Project 2003 Auto Demos http://www.microsoft.com/office/preview/project/ standard/startdemo.htm http://www.microsoft.com/office/preview/project/ standard/startdemo.htmhttp://www.microsoft.com/office/preview/project/ standard/startdemo.htm

Implementing MS Project in the Enterprise A User Story William George Associates Mark Hall Jim Maddock

2003 William George Associates, Ltd.22 Business Scenario The Company $300M Global Semiconductor Capital Equipment Supplier Typical Sales Order $2-30M Projects 6 Months 1.5 Years 20-40 Team Members 500-2000 Tasks 15-30 projects on going at any time

2003 William George Associates, Ltd.23 Business Scenario The Situation $300M in backlog sales orders Q42000 Losing $9M/Quarter Avg. 38 weeks late 0% OT Delivery Projects 6 months to 1.5 yrs behind schedule Chaotic communication, escalations Poor Data Integrity-lack of updates Intensely dissatisfied customers

2003 William George Associates, Ltd.24 Business Scenario The Need Needed training & technology that could: Communicate Project Status Allow for one input for project updates Track changes and updates Improve communications and sharing of project information Provide data required for good management decisions Turn around the situation (apply tourniquet)

2003 William George Associates, Ltd.25 Business Scenario The Solution Project Management Training 13 Program Managers targeted for PMP Manager and 3 Project Planners Integrated Planning Tools Microsoft Project EPM Solution Interface to Timesheet software Emphasis on Process-SCOPE Management Shift from a culture of reaction to a PLANNING culture

2003 William George Associates, Ltd.26 Stakeholders and key responsibilities Team/PMO Sponsor Mfg. Mktg. Eng. Sales Execs Clients PM Process Slot Planning &Production Product Specs Designs Forecasts Feedback Project Priority

2003 William George Associates, Ltd.27 Starting Point 3 Project planners using Primavera P3 Managed project plan details for 13 PMs PMs used MS Project 98/2000 Customers used MS Project 98/2000 Planners exported MPX files Business selected one solution

2003 William George Associates, Ltd.28 Technical Scenario Installation and Hardware MS Project 2000 and Project Central SQL Server 2000 Windows 2000 Server Compaq Proliant ML-370 server Dual 933 MHz CPUs 1 GB RAM Six hot swap 9 GB Hard Drives & two 9 GB Internal Hard Drives RAID 5 Separate Drives for Transaction Log and Database (improves performance)

2003 William George Associates, Ltd.29 Technical Scenario Implementation Separate Databases for Departments Accounts for each user Read only Read/Write Training through MS Project Partner for 3 Project Planners System DSNs allowed access to project files via ODBC button in MS Project Windows authentication used to verify users Project Central used to display information to stakeholders

2003 William George Associates, Ltd.30 Technical Scenario Trials and Tribulations Corruption of tasks and task dependencies Random renaming of custom WBS Files locked in the database Slow performance opening/closing files Resources ignoring Project Central emails Redundant time tracking on tasks, Project does not meet payroll requirements

2003 William George Associates, Ltd.31 Technical Scenario Electronic Timesheet Integration Current Web-based timesheet compatible with MS Project 2000 Customized utility importer and exporter provided to share information between applications Exported labor hours to payroll Reporting via third party tools Project 2000 SR1 improved reliability

2003 William George Associates, Ltd.32 Technical Scenario The Architecture Project 2000 DB Timekeeping System DB Project Resources Task and labor data on web based timesheets Project Manager sends task and resource info to the project DB via Project 2000. Receives actual start date, actual finish date and work hours via the timesheet application and interface. Project Interface Reports

2003 William George Associates, Ltd.33 MS Project 2002 Improvements Supports multiple PMs updating project server Better database performance, reliability Project Professional logs in directly to the database, no added user steps for ODBC Much better resource planning via resource center, portfolio analyzer and modeler. Resource availability visible when assigning from the resource pool in Project Professional Sharepoint Team Services for document sharing More email notification features Better admin control of users, views, rights

2003 William George Associates, Ltd.34 Turning the Corner The Benefits Central repository for project resources Integrated timesheet- one transaction Task status updates-dynamic planning More effective communication What if analysis Resource utilization

2003 William George Associates, Ltd.35 Implementation Costs Training$10,000 Hardware$13,000 Software$10,000 (50 licenses) Services$240,000 (Internal only) Total$273,000

2003 William George Associates, Ltd.36 Other key alignment initiatives Brought Applications Engineering into the PMO to align front end (sales + apps) with project planning and project management Incentivized Sales for scope changes Built integrity of project updates with the Timesheet interface- no update/no pay

2003 William George Associates, Ltd.37 Key Personnel Talented and tireless Project Managers with good soft skills Skilled Manager of Planning and 3 planners Applications group focused on customer requirements CEO who allowed us to invest in improvements VP PMO who architected the entire PMO improvement process

2003 William George Associates, Ltd.38 Business Results After implementing PM Training/Planning tools Break Even within 1 Year (Savings of $36M) 87% OT as of 12/2001 Scope of each project captured and protected Voted Top Ten in Customer Satisfaction for 2001 (VLSI survey) Company bought by Competitor at premium

2003 William George Associates, Ltd.39 $36 million in savings 10% of $300m in penalties at risk= $30m negotiated away $19m in penalties based on confidence at re-baseline in MAR-MAY 2001. Q1- savings in efficiencies $2m (scope) Q2- saved $1m (scope) Q3- saved $4m (scope + cultural shift) Q4- saved $10m (cultural shift+alignment)

2003 William George Associates, Ltd.40 Return on Investment Return = $36M + goodwill Investment=$273,000 ROI=13,000+%* *Your results may vary

2003 William George Associates, Ltd.41 Proof of Financial Results 10-K Filing with SEC THREE MONTHS ENDED DECEMBER 30, DECEMBER 31, 2001 2000 (IN THOUSANDS) TOTAL NET REVENUE Factory Systems.......................... $40,263 $38,204 OEM Systems.................. 9,080 38,611 Software Systems................ 5,550 7,889 ------- ------- Total net revenue................... $54,893 $84,704 ======= ======= SEGMENT OPERATING PROFIT (LOSS): Factory Systems............. $ (164) $(9,413) OEM Systems...................... (4,318) 10,955 Software Systems................. (1,213) 301 Corporate and other expenses... (1,220) (5,005) ------- ------- Consolidated operating loss....... $(6,915) $(3,162) ======= ======

2003 William George Associates, Ltd.42 Lessons Learned The worst situation can be turned around in one year if: Focus on 1 or 2 elements of PM Process Scope, Planning Must adopt the right planning tools for the organization (for us, MS Project vs. other) Use data to guide executive and project decisions. Flying on instruments!!

2003 William George Associates, Ltd.43 Moving Forward WGA has developed a practice devoted to implementation of Enterprise Planning Solutions VP of this Practice is: Chris Mauck, PMP 978.352.2163 (office) [email protected]@williamgeorge.net (e-mail) web: williamgeorge.netwilliamgeorge.net

2003 William George Associates, Ltd.44 Speaker Bios Mark C. Hall, PMP has over 20 years general management experience applying Project Management and Integrated Planning methodology to business operations in commercial aviation, construction products, and most recently in high technology yielding documented savings of 50M+ in his career as well as immediate and sustained improvement in customer satisfaction. As President of William George Associates, he is responsible for the quality of the companys training and consulting products. He holds a BA in Political Science and French Literature from Furman University [email protected] Jim Maddock has over 15 years experience in Information Technology. His experience includes engineering and manufacturing support for Raytheon, new product development engineering for the former PRI Automation and responsibility for IT support for Enterprise Project Management Solutions. He has been published in MPUGs The Project Network for his article titled The MS Project 2000 Revolution. He holds a MBA and MS in Computer Information Systems both from Southern New Hampshire University. [email protected]

MPUG-Global Boston Chapter – September 30, 2003 1 MPUG-global Boston Chapter September 30, 2003...

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