mpug chapter meeting slides · 2015-10-07 · local pmi/iiba chapter upcoming meetings pmi ocean...
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MPUG Boston Chapter Meeting
10.07.2015
Where Project Managers and Microsoft® Meet.
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Welcome to MPUG!
Presentation will start at 6:15pm
Please enjoy food, beverage, and networking
Agenda
From - To Topic
5:30 – 6:30 pm Registration, Refreshments & Networking
6:30 – 6:45 pm Welcome & Introductions
Announcements
Upcoming Meeting Topic Discussion
6:45 – 7:45 pm Feature Presentation
Jacques Goupil: Statusing and Capturing Project UpdatesAudience Participation / Speaker Q&A
7:45 – 8:15 pm Project Break-out Sessions & Refreshments
8:15– 8:30 pm Final Remarks and Giveaways
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Introductions and Quick Hello
President Jacques Goupil, PMP, MCP, MCTS, V-TSP, CIE
President - PPM Works, Inc.
www.ppmworks.com
Director of Marketing Jan Wells, PMP [email protected]
Secretary Mark Wells, MCTS, PMP [email protected]
Director of Community Relations
Ed Yee, PMP [email protected]
MPUG Northeast Liaison & Membership Director
John Riopel, PMP, MCP, MCTS
President - PM Providers
Director of Special Projects
Matthew T, Davis, PMP, CSM, MCP EPM Consultant - Microsoft
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1. Name
2. Company
3. What Microsoft Project area are you looking for help with?
• Past Presentations are now on http://boston.mpug.com/
• Claiming PDUs: http://boston.mpug.com/2015/06/03/claim-you-pdus-boston-mpug/
• Join the MPUG Boston LinkedIn Group!!! Search MPUG Boston
• Project 2016 in Public beta for more information: http://ppmworks.com/project-2016-preview/
Announcements
• Meetings are scheduled the First Wednesday of the month and will be held at Constant Contact in Waltham
Wednesday, October 7th
Wednesday, November 4th
Wednesday, December 2nd
Wednesday, January 6th
Wednesday, February 3rd
Wednesday, March 2nd
Wednesday, April 6th
Wednesday, May 4th
Wednesday, June 1st
MPUG Boston 2015 Meeting Dates
Location:
1601 Trapelo Road, Waltham, MA
Exit 28 off 1-95 South
Exit 28B off I-95 North
MPUG Boston Upcoming Events
Date Topic Speaker
Wednesday, November 4Critical Path• Understanding Critical Path, project settings,
and options for schedule updates. Vern Valero
Wednesday, December 2Project Tips• Including comparing projects,
exporting/importing project data, custom views, and more.
George Borhegyi, MCTS, PMP
Wednesday, January 6 TBD• TBD
Jeff Pikulik, Microsoft
Wednesday, February 3TBD• TBD
TBD – your name here
Call for Presenters
Why:– Share your knowledge with your peers– Receive PDUs– Give back to your Project community
What:1. Present your own full-length topic (45 minutes)
2. 10 – 15 minute presentation (As part of a team session)
When: The following sessions are available
• Wednesday, January 6th
• Wednesday, February 3rd • Wednesday, March 2nd
• Wednesday, April 6th
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Local PMI/IIBA Chapter Upcoming Meetings
PMI Ocean State Chapter – October 8, 2015 – Chapter MeetingTopic / Speaker: “Communicating and Leading Change” / Kenneth KerberLocation: Sheraton Providence Airport, Warwick, RI
PMI Central Mass Chapter – October 13, 2015 – Chapter MeetingTopic / Speaker: “Managing Multi-vendor Programs” / Alexander MagnoLocation: Doubletree Hotel, 5400 Computer Drive, Westborough, MA
PMI Mass Bay Chapter – October 15, 2015 – Chapter MeetingTopic / Speaker: "Public Speaking for Project Managers” / Mark VickersLocation: Montvale Plaza, Stoneham, MA
PMI NH Chapter – October 21, 2015 – Chapter MeetingTopic / Speaker: “Time Management” / Carol WilliamsLocation: The Red Blazer, Concord, NH
IIBA Boston Chapter – October 26, 2015 – BA World 2015 Networking EventTopic / Speaker: “Brushes with Greatness: The Rise of the Project Manager and Business Analyst Collaboration" / Bob Prentiss (aka "Bob the BA")Location: Boston Marriott, Burlington, MA
Statusing and Capturing Project Updates
Boston MPUGOctober 7th, 2015
Jacques Goupil
Today’s Speaker: Jacques Goupil
Microsoft Certified Partner Exclusively Focused on Project Server Solutions
Expert Services Delivered by Microsoft Certified Professionals and Instructors
100% Client Satisfaction
Developed the Microsoft Project Server 2013 and 2010 Certification Exams
Get Started today for $58/month for 1 license and 20 hours of PPM Works support
For more information: www.ppmworks.com
Today’s Sponsors:
PPM Works, Inc. Your Boston-based Microsoft Project firm
Project Summit Boston
http://www.pmbaconferences.com/boston
Make the tool work for you
• Project Statusing tips
• Maintaining and Updating your projects
• Best method of gathering updates from team members
Project Statusing Tips / Questions
1. Understand your audience
• Who needs to get updates? When? What frequency?
2. Understand your project team
• How will they participate with project updates?
• Do they understand why they are providing updates?
3. Communicate what you are tracking
• Are you tracking effort or just % complete?
4. Set-up your project correctly
• Did you follow the successful steps for Project Success?
Review: Building Success into your Projects
The Baseline is key to tracking
Baseline your Project when approved and ready to start tracking. This should be done prior to actual effort expended on the project – after the Project Approval
Capture the Current and Original Baseline(s)
Via the Project tab Set Baseline• Baselines are schedule ‘snapshots’ used to track/measure, control, and report.
• Setting a Baseline consists of saving two Baselines
– Current baseline bucket = Baseline
– Original baseline bucket = Baseline1
– Original/Historical baseline bucket = Baseline#
• The Baseline fields in Project Server reflect the values captured in the Current Baseline. They are used to compare/track forecasted/actual hours
• Historical baselines are used during the project and at the end of the project lessons learned and to assist with future estimating
Schedule Updating/Maintaining
We will cover the following topics in this session
• Asking the correct questions?
• Review of some popular views
• What are the key fields?
• Difference in updating Start/Finish vs Actual Start/Actual Finish and Remaining Work
• Using the Window Split view
How do you ask your team for status?
– What is the status of the task?Typical Response: It is good – almost done.
A vague question get a vague answer
– How long did it the task take you?Typical Response: 4 days, one week, etc.
A duration question get a duration response
Ask the correct questions
• These three (3) questions will give you the most accurate task status information that you could get. The first two questions are an must for detailed project tracking.
• It is important to ask the correct questions to get the response you are looking for.– How much time (effort) did you spend on this task (this week or each
day)? Yeilds Work
– How much effort do you have remaining? Yeilds Remaining Work
– When do you anticipate being complete? Yeilds Duration
Schedule Updating Steps
• Schedule Updating Steps
1. Update task work (effort) or % Complete
2. Compare work amounts with your original plan
3. Identify tasks that are behind schedule
4. Review actual work amounts and adjust when necessary
5. View work/actual work over time (Usage view)
Quick Tip
Scheduling Fields
• Three sets of scheduling fields:
– Planned (Work, Start, Finish, Duration … )
– Baseline (Baseline Work, Baseline Start, Baseline Finish … )
– Actual (Actual Work, Actual Start, Actual Finish ... )
• If you Enter in any of the Actual fields, MS Project will populate the other fields.
• One common BIG mistake is Project Managers change Finish rather than Actual Finish. If you change Finish (you are changing the planned Finish)
– Entering Actual Work will populate the Actual Start with the value in the Start field.
Update tasks work or % Complete
• Work = Actual Work + Remaining Work
• Zero-out Remaining Work to make the task complete (i.e. % Complete and % Work Complete = 100%)
Leverage Out of the Box features 1st
• Reports
• Filters
• Built-in views
– Combination views
Leverage Out of the Box features 1st
• Reports
• Filters
• Built-in views
– Combination views
Leverage Out of the Box features 1st
• Reports
• Filters
• Built-in views
– Combination views
View project work over time– Task Usage View (with Work in Details form split)
Show Slipping Tasks– Resource Usage View (with Work in Details form
split)
• Use the Slipping Assignments filter (to show Slipping Tasks)
Identify tasks that are behind schedule– Tracking Gantt (with Variance Table)
• Displays two task bars
– Lower bar shows baseline start and finish
– Upper bar shows scheduled start and finish
Task Usage View
• Task Usage View
– Add in Actual Hours
– Show Work in the Details pane
Schedule Updating/Maintaining
Identify tasks that are behind schedule
– Tracking Gantt (with Variance Table)• Displays two task bars
– The lower bar shows baseline start and finish dates
– The upper bar shows scheduled start and finish dates
Schedule Updating/Maintaining
Show Slipping Tasks
– Resource Usage View (with Work in Details form split)
• Use the Slipping Assignments filter (highlight filter)
Project 2013: Tracking New Tasks
FAQ: I am working on a project schedule with other Project
Managers, how can we see the new tasks that have been
added?
Quick Tip
Tips:
Add in the ‘Created’ field to a
custom View/Table and filter
Or Save an Interim Plan
Or Both
Helpful Views
Goal: You want a view that shows the status of all tasks in a clear, easy to read view.
Solution:
• Insert the Status field
• Group BY Status
Create your own reporting aides
• Graphical Indicators
• Custom Views
• Custom Reports
Helpful Views: Slippage Indicator
Goal: You want a view that shows slipping tasks
Helpful Views: Slippage Indicator
Goal: You want a view that shows slipping tasks
Solution:
• Create a Graphical Indicator
• Use Finish Variance as threshold
ExerciseSchedule Updating
Questions: Schedule Updating
Exercise: Schedule Updating
• What is your favorite Schedule Update view
• Make sure you have Actual Start, Actual Finish,
Actual Work, and Remaining Work visible
Time: 15 minutes
Evaluations Please!
• Evaluation URL will be sent to registered attendees from MPUG Global.
• Please complete! This helps the Boston Chapter!
Questions?
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Break-out Sessions & Refreshments
Why clients choose PPM Works
• Quality of Services are unmatched
• Trusted Experience
• Listening comes 1st
• Proven Methodology and Templates
• Competitive Pricing
Our Philosophy: We believe in honesty, integrity, and dedication – our
passion for success drives our team. PPM Works core values start with family
and health first to provide the most for our clients.
• Go to PMI.com and use Activity code –
mpugboston100715• You may claim 1.0 PDUs for this three hour of the Cert
Series.
• Assistance to claim your PDU’s http://boston.mpug.com/2015/06/03/claim-you-pdus-boston-mpug/
Claim PDU’s for this Webcast on PMI.org
MPUG Boston Chapter Meeting
Where Project Managers and Microsoft® Meet.