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Software Assurance Planning Services

Project & Portfolio Management (PPM) Solution Planning:Delivery Guide

Table of Contents

Overview.................................................................................................................................1

Engagement Outcomes......................................................................................................2

Role of the Consultant........................................................................................................2

Engagement Process Flow.......................................................................................................3

Engagement Summary.......................................................................................................3

Deliverable Creation Process..............................................................................................5

Example: Conceptual Architecture......................................................................................6

Example: Logical Architecture............................................................................................7

Example: Physical Architecture...........................................................................................8

Example: Project and Portfolio Architecture........................................................................9

Engagement Execution Process..........................................................................................9

Sales Phase.........................................................................................................................9

Partner Readiness.............................................................................................................10

Engagement Delivery Phase.............................................................................................10

Engagement Modules............................................................................................................12

Workshops........................................................................................................................12

Pre-Engagement Questionnaire.............................................................................................13

Pre Engagement Survey Questionnaire Review................................................................13

Pre-Engagement Kickoff Teleconference...............................................................................14

Prerequisites.....................................................................................................................14

Purpose.............................................................................................................................14

Participants.......................................................................................................................14

Overview...........................................................................................................................14

Engagement Resourcing.......................................................................................................16

Resourcing Scenarios........................................................................................................16

Roles and Responsibilities.................................................................................................16

Certification Requirements...............................................................................................17

Technical Skill Requirements............................................................................................18

Engagement Execution.........................................................................................................19

Preparing for the engagement..........................................................................................19

Materials to Bring with You...............................................................................................20

Program Execution with Customer....................................................................................21

5-Day Implementation Planning........................................................................................21

Engagement Closeout...........................................................................................................27

Delivery Completion.........................................................................................................27

Completion Report............................................................................................................27

Best Practices........................................................................................................................28

Pre-Engagement Preparation............................................................................................28

Tips and Tricks......................................................................................................................30

Engagement Initiation Checklist............................................................................................32

OverviewThis document provides the engagement delivery resource with the requirements to deliver a Project & Portfolio Management (PPM) Solution Planning engagement.Deployment Planning Services were developed to provide a structured method to help customers understand the process and tasks required to deploy numerous Microsoft products - and in this case Project Server 2013 and Project Online - while providing a cost-effective process to manage risk.

This Project & Portfolio Management (“PPM”) Solution Planning Engagement gives PPM customers an opportunity to envision the PPM solution that best meets their business objectives and needs.The SharePoint Deployment Planning Services, under which the Project & Portfolio Management (PPM) Solution Planning resides, objectives include: The engagement will facilitate both business and technology discussions covering methodology,

processes and an overview of Project Online or Project Server capabilities. The desired outcome is an implementation plan covering the customer's prioritized business objectives, desired PPM capabilities, estimated timelines and required efforts.

The audience for this 5-Day service includes staff from the Business Decision Makers (“BDM”), Project Management Office (“PMO”), and IT.

Make the Project & Portfolio Management (PPM) Solution Planning your own! Tailor these out-of-the-box engagement materials to fit your customer situation and your solution offerings as appropriate. There are multiple hidden slides in this presentation that you may use to supplement your delivery.

Recommended use of the Microsoft tools Proposal for follow-on work, such as compatibility planning, mitigation strategy, post deployment staff

augmentation or document conversion assistance.Partners and consultants are expected to adjust both the breadth and depth of the topics covered based on feedback from the pre-engagement questionnaire or from direct customer knowledge. If the customer

Project & Portfolio Management (PPM) Solution Planning: Delivery Guide 1

engagement requires more effort in an area the schedules should be amended by the delivery team accordingly.

Engagement OutcomesAfter the close of this engagement, your customer will have a plan for addressing Project Server 2013 issues to enable deployment and to enable environment optimization. Additionally a summary of all working sessions will be provided that will identify next steps for the customer.

Role of the ConsultantThe role of the consultant in this engagement is to provide the perspective of a subject matter expert on the steps necessary to begin to upgrade to Project Server 2013. Because of the relative infrequency of a Project Server 2013 migration effort, most organizations are not familiar with the migration process and do not know where to begin.


Engagement Process FlowThe Project & Portfolio Management (PPM) Solution Planning is designed to help customers quickly understand recommended process to analyze and manage concerns when deploying Project Server 2013. The workshop breaks down the traditional compatibility approach and primary reliance on tools to provide the most effective approach to accelerate the deployment.

Engagement SummaryThe engagement delivers an agenda leading customers through the complete process. The goal of the engagement is to: Capture business objectives and facilitate knowledge transfer to produce guidance for a successful PPM

implementation Prioritize customer PPM related business needs Plan an effective implementation and adoption path Document guidelines for configuration of PPM solution

Workshops & SessionsThe engagement includes a Project & Portfolio Strategy Briefing presentation that has a 5 day agenda built in. Note that you may need to customize it, based on the needs of your customer or to account for your own methodologies and preferences.You will see this methodology reflected especially in the agenda, and the Microsoft Office PowerPoint presentation.

Solution Development Solution Development is a customer engagement where participants identify known and latent customer IT and business issues related to their infrastructure and other capabilities. The goals are to qualify these opportunities and to discover others through a capability gap analysis. The Power Sponsor must be identified.

Solution (Strategy) Briefing A Solution Briefing Session (SBS) uses a structured approach to gain Power Sponsor validation and approval for a high-level, solution value proposition. Participants align relevant supporting evidence, along with high-level specific customer estimates of investment costs and benefits, to refine the value proposition for the proposed solution and stakeholders. This briefing enables the opportunity team to further diagnose issues of business decision makers, explore impact, and visualize solution capabilities. The findings of the SBS are recorded in the Project & Portfolio Management (PPM) Solution Planning: Findings and Recommendations document. These results will include the following: Business Goals Business Problem Statement Business Solution Statement


Business User Identification SharePoint Business Services Required Products RequiredThe PowerPoint presentations for these sessions include specific slides to guide the recording of these items.Important Note: When establishing the agenda for the engagement, it is a leading practice to include executive business decision makers and members of the Microsoft Account Team (if applicable) attend the SBS.

Envisioning Workshop The Envisioning Workshop is a customer engagement that enables the Partner and the customer to jointly design a high-level technical solution that is based on the shared buying vision that is established during the Solution Briefing. This solution is then used to refine the value proposition in the Solution Proposal, and create a deployment plan and bill of materials. An Envisioning Workshop is intended to identify the requirements and a high-level solution that meets the deployment planning needs of enterprise customers, as identified in the SBS, with an eventual goal of deploying Project Server in conjunction with the Office 2013 client suite. In general, the Envisioning Workshop should achieve the following:

Increase understanding of the customer’s challenges. Establish solution requirements based on the customer’s business drivers and infrastructure maturity

capabilities. Remove technical objections, obstacles, and risks (real and perceived) that may keep the customer

from deploying Project Server 2013 and the Office 2013 client suite. Transform the customer’s business challenges into design decisions that will result in a value-based

proposed solution that increases product and services opportunities for Microsoft and partners.The basic flow of the Envisioning Workshop is to describe the features of the technology, elicit the business and technical needs of the customer, map the features to the business needs of the customer, and then describe the supporting physical design that is required to support the business needs. This results in the following organization of SDPS feature topics:

Challenges. Reviews the typical organizational challenges to be met by the technology of focus. Feature Drill-Down. Provides a deep functional review of the features of focus during the Envisioning

Workshop. Plan. Focuses on mapping the organizational needs to the features and collects the required

information to implement the features in the organization. Physical Design. Applies the information that was gathered during planning to a physical design for the

technology.

During each session of the Envisioning Workshop, the PowerPoint presentation guide the session so that you can record these items in the Project & Portfolio Management (PPM) Solution Planning: Findings and Recommendations. (The solution requirements, and the rationale that drives each requirement, should be recorded in the Vision and Next Steps sections.)


SDPS deliverable documents contain additional instructions to guide you as well. Be sure to review the concepts section for important information about key Project Server concepts which will help to drive your design discussions.

Engagement Summary SessionAll engagements end with an Engagement Summary Session, which finalizes the design and planned project timelines, resources, and phases. This interactive session consolidates the findings from the previous sessions and summarizes how the SDPS solution could integrate with the customer’s environment and meet the Project Server 2013 business drivers and requirements. The conclusions reached in this session are documented in the Project & Portfolio Management (PPM) Solution Planning: Findings and Recommendations.

You should invite all key stakeholders to this final session, including stakeholders from among those who attended the SBS and the Envisioning Workshop, because the session brings together the technical decisions and the business drivers for the solution. The appropriate recommendations document should be used for each of the following items:

Use the completed Project & Portfolio Management (PPM) Solution Planning: Pre-Engagement Questionnaire document to gain insight and understanding of how the customer uses, presents, and organizes information in their organization.

Brief the customer on relevant Microsoft Product Roadmaps and discuss how those roadmaps might affect the project.

Review the output of the SBS session. Finalize and document the high-level solution that will satisfy the business drivers that were identified

during the SBS. Review the requirements of the solution as recorded during the Envisioning Workshop and make any

adjustments. Finalize and document design choices that support the chosen solution. Establish the project delivery model that will be used, including project timelines, delivery model (such

as the Microsoft Solutions Framework (MSF) team framework), and delivery framework by using the project delivery presentation.

Review and record any outstanding questions, to ensure proper follow up.

Deliverable Creation Process

Creating the Conceptual Design, Logical and Physical ArchitecturesThe output of the 5 Day Project & Portfolio Management (PPM) Solution Planning engagement provides you with users, business services, and information worker (IW) products necessary for the solution. With these elements, you can derive a conceptual design. When you create a conceptual design, consider including the following information: Users/Actors (persons and systems; products required, Project Server 2013 business services required, and so forth.)


Example: Conceptual Architecture

By using components from the conceptual design and the output of the engagement, build a logical architecture tailored for your customer’s solution and reflects their current environment. Consider including the following information in logical architecture illustrations: URLs for entry points (//portal, //projects); classifications/taxonomies for site collections, and so forth.From the logical architecture, detail the components that make up the infrastructure of the environment. Consider including: Domain names; Ports; Application Pools; Server Names; IP Addresses; Passwords; Database Roles and Names, and so forth.


Example: Logical Architecture


Example: Physical Architecture


Example: Project and Portfolio Architecture

Engagement Execution ProcessThe engagement process flow is broken down to individual phases. This section describes the process flow for each phase. The process flow diagrams describe the various steps in the process and the associated deliverables.

Sales PhaseThe following figure outlines the engagement sales or assignment process to enable the partner to deliver the SharePoint Deployment Planning Services (Project & Portfolio Management (PPM) Solution Planning) to the customer using Deployment Planning Services benefits.The four key steps in the sales process are outlined below to assist in planning a sales approach with your customers. These can also be used for closing leads in the partner's new and existing customer accounts. Prepare - Learn about the customer, prepare conversational goals Probe - Take the time to understand the customer's business pains and determine the impact on their

organization Prove Value - Identify and convey the business value of deploying the desktop within the customer's

organization


Qualify - Ensure that the client is eligible for the SharePoint Deployment Planning Services/Project & Portfolio Management (PPM) Solution Planning

The provided service is based on field proven best practices from Microsoft. The objective is to help reduce the cost and time to migrate to Project Server 2013.

Sales and MarketingPhase Content SummarySales Lead Datasheet Sales Datasheet for Marketing SharePoint Deployment

Planning Services Program Sales Prospect Customer Presentation High level presentation designed for BDM or TDM for the:

Architecture and Design for Proof of Concept Jumpstart offering.

Partner Preparation

SOW Template Example SOW for Partners to help them frame their own proposals.

Partner ReadinessThe partner readiness phase assembles the appropriate partner resources to enable a smooth engagement delivery. The provided materials enable understanding of the program and how to effectively deliver it.

Partner ReadinessPhase Content SummaryPartner Recruitment

Partner Overview Overview of the SharePoint Deployment Planning Services program from a partner perspective.

Partner Preparation

Engagement Delivery Guide

Provides the partner team with an overview of the tasks required of the project team, the customer, and vendors to successfully deliver an Office Compatibility Workshop engagement.

Engagement Delivery PhaseThe customer engagement delivers workshops over the course of 3 – 15 days, and in this case 5-days. The engagement focuses on building understanding of the customer’s needs and should position you to have a good understanding the next steps you can take with the customer to develop a longer term engagement. The following figure details the recommended engagement delivery process.


Engagement MaterialsPhase Content SummaryPre-Engagement Agenda Slides are available in the Project & Portfolio Management

(PPM) Solution Planning: Kick-off / AgendaPre-Engagement Requirements

IntroductionPPT to gather prerequisite information for an engagement.

Pre-Engagement Engagement FAQ Provides answers to common question about the engagement and supporting resources.

Pre-Engagement Pre-Engagement Checklist

Customer questionnaire template used to gather information about the customer environment. The questionnaire should be sent to the customer before any design workshops are conducted. Give team members insight into the customer environment and serves as a benchmark to the customer by identifying numerous areas of the enterprise that will be integral to the success of the engagement.

T – 1 week Engagement Kickoff PowerPoint presentation template used to set ground rules for the engagement team. Shares the vision, interim milestones, schedules, and approach. The PowerPoint will also serve as the project plan for the engagement.

Engagement Presentation Template Template to be used when designing engagement materials.

Engagement Document Template Template to be used when designing engagement materials.

Engagement Closeout Presentation Presentation to prompt discussion and drive decisions for inclusion in engagement deliverable as well as highlight opportunities for future partner engagements.


Engagement ModulesWorkshopsThe engagement provides a series of workshops to lead the discussion portions of the engagement. The workshops are provided as Microsoft Office PowerPoint presentations to facilitate the expected discussions with the customer to develop the strategy and plan. The workshops will not only educate the customer but will be the mechanism to begin discussions to gain understanding of the customer needs to develop a plan using the engagement framework.

Engagement MaterialsWorkshop DescriptionPre engagement Consultant readiness

Pre engagement questionnaire Pre engagement phone kickoff

Engagement Kickoff Deck

Introduction of team Project kickoff presentation provides an overview of each day’s schedule. Compatibility approach and engagement goals review

Understanding Project Server 2013

Discussion of Project Server 2013 features, performance enhancements, and security improvements

Discussion of the changes in Project Server 2013 from previous versions. This module will communicate the value of deploying Project Server 2013 and

will begin to establish the credibility of the consultant as an Office subject matter expert.

Strategy Briefing Session

The Strategy Briefing Sessions are worked into the 5 day agenda.

Envisioning Workshops

These modules are called out in the agendas below.

Close-out/Summary Summary of the workshop Proposal of any follow-up work such as document conversion help, or reactive

support augmentation.


Pre-Engagement QuestionnaireThe survey questionnaire is a document within the SharePoint Deployment Planning Services materials titled Project & Portfolio Management (PPM) Solution Planning: Pre-Engagement Questionnaire. It is a brief questionnaire utilized to gather the minimum information required to prepare the materials delivered during the engagement and gain a better understanding of the customer situation and environment. This questionnaire should be delivered to the customer after the Pre-Engagement Kick-Off Teleconference and should be completed by the customer, several days in advance of the engagement. Explain to the customer that it is not necessary to provide all of the information within the questionnaire, and delivering separate documents which contain the necessary information is adequate, as long as the information is easy to locate and extract. In particular, diagrams are preferred to text descriptions or lists, as they can be more easily utilized during the workshop.

Pre Engagement Survey Questionnaire ReviewOnce the customer has returned the information, the Consultant and Engagement Manager should review the information confirming that all the critical information is there. Critical information includes the information necessary for customizing the presentations.


Pre-Engagement Kickoff TeleconferenceThe kickoff teleconference should take place one to two weeks prior to the scheduled kickoff delivery.

PrerequisitesCustomer has expressed plans for a migration to Project Server 2013 within the next 12 months.

Purpose Introduce all team members. Review the goals and format of the engagement and workshops. Gather initial information about the customer’s anticipated desktop migration concerns. Talk about target audience of IT technical decision maker (TDM), and verify: Customer has in-house resources or a partner Schedule aligns with participants’ availability Coordinate and communicate the initiation of the onsite activities.

ParticipantsIdeally, all key engagement participants should attend the kickoff call so that everyone has the same base information and understands the goals. This provides for a more efficient delivery and avoids repeating information, goals, etc. If all intended participants cannot attend, there should be representation, at a minimum, from the core areas.

OverviewIntroductionsAll customer team members provide a short introduction including: Who they are Their role in the organization Their role as part of the engagement (optional)All core team members should also introduce themselves and their roles in the account and as part of the engagement.

Explain the goals of the engagement


Review the goals of the engagement, the workshop format, and the participation requirements. The activities should be arranged so that the people with knowledge about the environment are present during the workshops.Gather requirementsAt this point in the call, you should ask for information about the primary goals for the engagement, the business drivers, or problems that we are looking to address.

Pre-engagement questionnaire surveyInform the customer that a pre-engagement questionnaire will be sent to gather more information about the environment, and that it must be completed and returned before the engagement begins.

Activities coordination and wrap-upBefore ending the call: Plan for the next steps, including the project initiation date. Confirm the site and participants of the project kickoff and the on-site kickoff and first workshop. Identify the person who should receive the questionnaire and set up a confirmation date for the

questionnaire completion.


Engagement ResourcingThe project team for running the engagement should be kept small to reduce cost and impact. Workshop presentation and templates have been created for all activities to reduce documentation efforts, but the content requires updating to match customer requirements.

Resourcing ScenariosTypical resourcing by type of engagement includes: Account Sales Executive Account Manager Engagement Manager – just to kick off the project during the phone kickoff Consultant

Phase ResourcesSales Services Sales Executives

Account Manager Engagement Manager Consultant

Pre-Engagement Engagement Manager Consultant

Engagement Consultant Closeout Services Sales Executives

Account Manager Consultant

Roles and ResponsibilitiesRole Role Description

Account Manager Identify opportunity, position benefits of the workshop with the customer, attend engagement closeout, and help with the follow-on proposal.

Engagement Manager

Responsible for stakeholder management, single point of contact to the customer for escalations, billing issues, contract extensions, project status, and overall engagement, financials, and risk management.

Consultant Responsible for conducting the engagement, working with customer to execute the compatibility tools.


The Consultant provides technical oversight and leadership for all aspects of the project.

Certification RequirementsIn order to deliver Project & Portfolio Management (PPM) Solution Planning, the engagement delivery consultant must meet the requirements to deliver a SharePoint Deployment Planning Services. One must successfully meet the Certification Requirements to become SDPS certified.It is highly recommended that the consultant has directly delivered SharePoint 2013 and Project 2013 migration projects in the past prior to delivering this engagement. Additionally the consultant must be fully aware of the provided content for proper and efficient delivery.


http://tk5bpsweb01.partners.extranet.microsoft.com/en/pages/partnereligibilityrequirements.aspx

Technical Skill RequirementsThe skill sets that are listed in the following table are recommended for members of the delivery team, so that they can successfully deliver this engagement.

Product Required SkillsPrimary Technical Skills

Microsoft Project Server 2013 Microsoft Project Online Microsoft SharePoint 2013 Active Directory directory service Microsoft SQL Server® 2012 database software Internet Information Services 7.0 Windows Hyper-V

Secondary Technical Skills

Familiarity with Microsoft Office 2013 Security configuration of Web Servers Patch management Office migration Networking Microsoft Internet Explorer® 10.0 Internet browser Microsoft Systems Center familiarity

Facilitator Soft Skills

Sales experience or other experience speaking to business decision makers about Office and SharePoint Products and Technologies

Industry knowledge or specific business process knowledge relative to the customer engagement

Group facilitation experience and skills


Engagement ExecutionPreparing for the engagementPrior to engaging with the customer your execution team must carry out selected readiness activities to ensure a smooth delivery to the customer. Key readiness activities are listed below:

Activity DetailsReview complete content package

Your team should customize this content to add your own organization’s unique value and prepare detailed discussion themes with each provide template to align with the customer industry and needs.

Review Readiness Content

Review the readiness content as outlined in the readiness resources section of this delivery guide. These resources include program introductions and tips and tricks to deliver the workshop modules and labs effectively.

Finalize Logistics with the customer

Send the customer the Project & Portfolio Management (PPM) Solution Planning: Pre-Engagement Questionnaire.

Customize the agenda and presentation to meet the customer’s needs. Schedule the conference call(s) or the onsite session, advise all relevant

participants, and attach the agenda and list of recommended attendees. Insert the schedule and list of attendees in the appropriate sections of the Project & Portfolio Management (PPM) Solution Planning: Findings and Recommendations document.

Follow up on the invitation, make sure all attendees have confirmed, and that they have installed the LiveMeeting controls and will have access, (or if onsite, the appropriate facilities and equipment will be available).


Materials to Bring with YouTo ensure a successful SDPS engagement, you should bring several tools and technologies to the sessions.

Hardware RequirementsThe bare minimum hardware requirements for you to perform a successful SDPS engagement are listed in the following table.Hardware Type Minimum Hardware SpecificationsLaptop 3 GHz Intel dual core or equivalent (64-bit)

16 GB of RAM minimum, 32 GB preferred 500 GB Hard Drive

External USB hard drive

At least 1 TB, USB 3.0 / eSATA Hard Drive, preferably externally powered

Solid State Disk hard drive

(SSD optional, but recommended) 128 GB, 256GB preferred

Because you may run multiple Hyper-V Images during the Envisioning Workshop the more powerful your laptop the better. 16GB of RAM is essential, because the virtual machines that run during the sessions are very resource intensive. An external hard drive is also necessary for the engagements, because to improve the performance of the virtualized demonstration environment, the virtual hard drives of your demonstration environment should be stored and run from an external hard drive. However, for peak performance, use of a solid state disk is recommended for virtualization. Also, consider using trial tenants of Office 365 for the purpose of demoing the product capabilities. Ensure you communicate the feature differences between the on premises version and cloud.As well as the requirements for your virtualized demonstration environments, a projector and a conference room are also required for the presentation portion of the engagement.

Software RequirementsTo provide a comprehensive demonstration and to answer in-depth questions during the Envisioning Workshop portion of an SDPS engagement, a functional instance of the virtual environments should be available on your laptop. The virtual machines used during the engagement will be supported by Hyper-V running on a Windows 8 or Windows Server 2008R2 or Windows Server 2012 host machine.To ensure you have sufficient technical expertise with all of the technologies that are presented during the SDPS engagement, you should build a virtualized environment to demonstrate the various technologies and solution components.

Presentation GuidancePresentation guidance is provided in the Presenters Notes section of the PowerPoint presentation:


Project & Portfolio Management (PPM) Solution Planning: Delivery Sessions

Group Discussion MaterialsTo facilitate discussion and knowledge sharing amongst SDPS participants, consultants should have available whiteboard, whiteboard markers and eraser, post-it notes, markers, and drawing boards. These materials are especially helpful during the first day of the engagement. (Note that customers frequently don’t have sufficient whiteboard markers, so consider bringing your own set.)

Program Execution with CustomerThe Project & Portfolio Management (PPM) Solution Planning is a prescriptive offering detailing the activities to be carried on site with the customer. You have flexibility to adjust the agenda to meet unique customer demands however the core sessions are expected to be executed with the customer. The workshop content are to be shared directly with customer, following your own customizations.The engagement content is designed to be delivered in the prescribed order. If the customer delivery requires additional or alternate topic coverage utilize the time scheduled in the daily review/question time. The following is the recommended delivery schedules for the offerings in this program, assuming a working day of 9:00 AM – 4:00 PM. Leverage the matching workshop content and presentation to deliver each session.

5-Day Implementation PlanningThe following is a sample agenda for 5-Day engagement, but the agenda that you produce should account for the amount of time remaining to the engagement. This example shows an upgrade scenario.


Project & Portfolio Management (PPM) Solution Planning - Day 1 Agenda Time Topic Description Target Audience9:00 AM

Intro/Kick-off Review PPM Planning Services agenda and goals Business, PMO, IT

9:30 AM

Customer’s key business objectives

Key stakeholders involved to provide a dialogue of their business objectives for the PPM

Business, PMO, IT

10:30 AM

Break

10:45 AM

PPM Presentation and Overview

Presentation (.PPT) of Microsoft’s PPM solution Business, PMO, IT

12:00 PM

Lunch

1:00 PM

Deep dive discussion and PPM solution walkthrough

Demonstration focused on processes and solution modules addressing customer business objectives.

Business, PMO, IT

2:30 PM

Break

2:45 PM

Deep dive discussion – continued

Business, PMO, IT

4:00 PM

Review/Next Steps Agenda setting and focus area decisions Business, PMO, IT

4:30 PM

Deliverables and documentation

Capture dialogue into deliverable documentation:• Key business objectives• Challenges, concerns, and expectations• Prioritization of solution modules

Partner


Project & Portfolio Management (PPM) Solution Planning - Day 2 Agenda Time Topic Description Target Audience9:00 AM Review and

Agenda Confirmation

Review PPM Planning Services agenda and goals

IT, PMO

9:30 AM PPM: Online/Server Delta: Customer infrastructure needs and policies

Discussion of the customer’s specific infrastructure, policies, toolsets in use, etc.

IT, PMO, Business

10:30 AM

Break

10:45 AM

PPM configuration: Authentication, Security, LOB System Integration, Customization, etc.

Discussion on IT needs to support business objectives.Optional discussion on differences between Project Server and Project Online.

IT, PMO

12:00 PM

Lunch

1:00 PM PPM configuration – Continued

Continued IT, PMO

2:30 PM Break

2:45 PM PPM configuration – Continued

On premises architecture planning (if required) IT, PMO

4:00 PM Review/Next Steps

Summary and consent IT, PMO, Business

4:30 PM Deliverables and documentation

Capture dialogue into deliverable documentation

Partner



Review and Agenda Confirmation

Review PPM Planning Services agenda and goals Business, PMO

9:30 AM

Portfolio Demand Management

Strategic Alignment and Portfolio management Business, PMO

10:30 AM

Break

10:45 AM

Portfolio Demand Management

– continued

Project intake, demand management, workflows, templates, PDPs

Business, PMO

12:00 PM

Lunch

1:00 PM

Reporting and BI Reporting for PMs, PMOs, RMs, Executives Business, PMO

2:30 PM

Break

2:45 PM

Reporting and BI – Continued

Reporting for PMs, PMOs, RMs, Executives Business, PMO

4:00 PM

Review/Next Steps Business, PMO

4:30 PM


Capture dialogue into deliverable documentation Partner





9:30 AM

Enterprise Project Management

Project tasks planning and scheduling, views, KPIs

Business, PMO

10:30 AM

Break

10:45 AM

Enterprise Project Management – continued

Project tasks planning and scheduling, views, KPIs

Business, PMO

12:00 PM

Lunch

1:00 PM

Enterprise Resource Management

Resource types, capacity, demand Business, PMO

2:30 PM

Break

2:45 PM

Enterprise Resource Management – Continued

Resource scheduling, resource plans Business, PMO

4:00 PM

Review/Next Steps Business, PMO

4:30 PM


Capture dialogue into deliverable documentation Partner





9:30 AM

Project Team Communications

Enterprise and team communications, Project sites

Business, PMO

10:30 AM

Break

10:45 AM

Project Task Statusing and Timesheets

Status management, single-mode entry Business, PMO

12:00 PM

Lunch

1:00 PM

Deployment planning and approach

Build the high level deployment plan based on business needs and adoption capabilities

Business, PMO, IT

2:30 PM

Break

2:45 PM

Engagement Wrap-up / Parking Lot

Business, PMO, IT

4:00 PM

Closeout Review/Next Steps

Business, PMO, IT

4:30 PM


Capture dialogue into deliverable documentation Partner & customer’s PM/Sponsor

Expected Deliverables and OutcomesAt the end of the engagement, you should give the customer the following deliverables:

Findings & Recommendations DocumentThis document is a comprehensive summary of the information gathered during the sessions and includes customer environment specifics, lists identified deployment challenges (including skills, processes, and technologies), and identifies issues that will need to be resolved. The customer can use this document to engage internal IT teams, partners, and vendors in deployment planning discussions and proposal generation. Due to the extended nature of the interaction with the customer and the breadth of the materials, you should provide detailed and specific information in this document. (This document is a detailed extension of the Project & Portfolio Management (PPM) Solution Planning: Findings and Recommendations) (Mandatory deliverable).


Engagement CloseoutDelivery CompletionThe Project & Portfolio Management (PPM) Solution Planning workshop is completed when you conduct the final presentation. This presentation should be attended by the Business Sponsor and the key stakeholders, with the following agenda: Review the project scope, goals, and discuss the workshop output – utilize the provide close-out

presentation workshop template presentation. Gather feedback about the how the engagement was delivered and about this workshop. Discuss next steps and other follow-up activities.The Findings & Recommendations document, as well as the other deliverables identified for the various engagement types, should be handed to the customer during this presentation.

Completion ReportAs part of the Recommendations and Findings document, partners must submit a completion report.


Best PracticesDuring the closing day a core team could be formed to work towards developing the close out proposal and roadmap. The core-team could include the onsite Consultant and Pre-Sales ArchitectThe following sections cover the best practices for each of the different stages of delivery and tips and tricks.

Pre-Engagement PreparationAfter you have received the name of the customer, the type of SDPS that the customer has opted for [such as the Project & Portfolio Management (PPM) Solution Planning], and the date of the engagement, there are a few prerequisites that will help ensure a successful engagement. The Pre-Engagement Questionnaire You should contact the Microsoft Account Team as soon as possible to begin to fill out the

questionnaire. This questionnaire is used at the end of the engagement to complete the deliverables, which are mandatory at the end of the engagement. It is also used to provide a faster start for the presentation and discovery portion of the engagement.

Any information that the Microsoft Account Team is unaware of should be discovered in a Pre-Engagement Customer Conference Call with the customer before you arrive on site. If you forward the questionnaire to the customer before the conference call this helps to involve the customer in the process and encourages the customer to begin thinking of questions and topics to cover during the technical drill-down portion of the presentations (Day 3).

The Pre-Engagement Customer Conference Call The pre-engagement conference call is a mandatory part of the SDPS. This call helps you to complete

the Pre-Engagement Questionnaire and agree on the agenda items for the third day of the Envisioning Workshop. Be sure to provide a list of all of the technical drill-downs available to the customer, and let the customer choose which topics to cover on Day 3. The conference call also acts as a pre-engagement introduction, which helps you to become familiar with the customer sponsor for the engagement.

The call enables the customer to schedule the appropriate people to attend the various topics during the presentation.

Review the Pre-Engagement Questionnaire with the customer so that the customer can begin to gather the required source media, hardware, and product installation keys.

Make sure that the customer can provide a conference room for the 5 Day presentation portion of the engagement, as well as projector.

The following table is a sample agenda for the pre-engagement customer conference call.


Time Topic10:00 am - 10:10 am Introductions

10:10 am - 10:30 am Agenda Items for the presentation portion of the engagement

10:30 am – 10:45 am Pre-Engagement Questionnaire Review

10:45 am – 11:00 am Hardware requirements for leaving a physical or virtual deployment with the customer.


Tips and TricksThis section provides a summary of best practices for you to consider before you customize and deliver the engagements.

Determine the Envisioning Workshop length and build an agenda before customizing slides. Based on the customer feedback and objections from the Solution Briefing, work with the customer to

establish Envisioning Workshop topics. Develop the Envisioning Workshop agenda before customizing slides.

Maintain the recommended presentation module structure. The order and structure of the Envisioning Workshop modules are designed to help you to work

through the customer technology issues in a logical order. While the structure is significant, several of the modules may be removed or reduced to reflect the customer’s interests and the agreed agenda topics.

Use the Deployment Plan Template and Planning Worksheets. Document the customer environment in these templates, dependent on the engagement length, when

you prepare. Follow the presenter guidance in the PowerPoint presentations. Copy the appropriate information into the template from the Pre-Engagement Questionnaire. During the final session of the engagement, finalize as much as possible of the information that is described in the agenda.

Emphasize discussions, whiteboard diagramming demonstrations (5 Day). The core portion of each presentation can be used to guide the conversation on a specific SDPS topic.

Use the slide decks to discuss individual topics in detail. Experienced presenters generally feel that fewer slides and more interaction with the audience results in a higher value engagement.

Maintain visual consistency. The presentations are all formatted with a customized template. If you modify existing slides or add

slides from other presentations, be sure to follow the template design and also use graphical elements that complement the existing slides. Maintain overall consistency among presentation content to deliver a seamless, convincing presentation. Apply the same principles to the Word template documents.

Switch to Notes Page view. The PowerPoint presentations include presenter notes that help you to prepare and deliver each slide.

Switch to the Notes Page view (by clicking View and then clicking Notes Page) to read the notes before you deliver the presentation. You may also want to print the notes pages as a quick reference guide. (Some Notes pages are extensive. You can use the Publish feature of Office Word 2013 to see the content in handout format.)

Unhide supporting slides. Additional slides are included in a hidden state by default. When you move slides into the main section of the deck, be sure to unhide each slide. To do this

quickly, switch to Slide Sorter view (click the View menu, then click Slide Sorter) and review all slides where the slide number appears inside a crossed-out box. Right-click a slide and select Hide Slide to toggle the Hide property on and off.

Plan for presentation flexibility.


Do not delete slides that you do not plan to present. If you hide them or move them to the end you maintain flexibility to deal with unplanned topics. By using the slide navigation capabilities built into PowerPoint, you can easily jump to unplanned slides and continue a dynamic conversation.

To navigate quickly through a deck, in presentation mode, point to the bottom left corner of the screen and right-click the third button from the left. On the menu that appears, point to Go to Slide and click the slide that you want to navigate to. Each slide is represented by the title of the slide. Hidden slides are indicated by the slide number in parentheses.


Engagement Initiation ChecklistThe following lists are provided so that you can check that you have all of the information that you could possibly need for a successful delivery of an SDPS engagement, specifically the Project & Portfolio Management (PPM) Solution Planning.

General Client contact information

Client organizational chart

Directions to site

Parking details

Building access

Physical working environment

Typical workday (8 a.m. to 5 p.m.)

Holiday schedule

Dress code

Office etiquette

Area restaurants and services

Any additional related documents

Documents and Tools Customer contact information

Customer facility location address

Copy of the proposal

Relevant e-mail

Other relevant documentation

Software and Hardware Prerequisites

Engagement Toolkit

Agenda

Technical Presentation

Pre- Engagement Questionnaire Documentation

Final Day Delivery Templates

Technical Value Add CD Tools

Microsoft Account Team MappingFull contact information for the following:

[Consultant]

Engagement managers

Service line architect

Services executive (services sales)

Account Technical Specialist

Account manager
