VisualManagement

ToolboxA few important tools that you should know about

Bio• Graduated 1985 with a Bachelor of Technology from Ryerson University• Practiced in Commercial, Industrial, and Aerospace industries• Design Engineer, Project Engineer, and Project Management• Providing Technical and Project Management Consulting since 2000• A keen interest in Business Operations and Engineering Process

management• I earned my PMP certification in February 2014• My career focus is to practice practical application of fundamental

principles in Project Management to balance creative Engineering and business objectives

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Presentation Overview

• PM Toolbox• A showcase glimpse of some popular software tools

• Some example use cases

• Get a feel how these tools address different aspects of team work

• We’ll look at different views of the same work

• We’ll see how all team members get involved

• Tools featured in this presentation

www.thebrain.com Microsoft Project Professional Microsoft SharePointAtlassian (JIRA)

Agenda

• Brainstorming• How Mind Mapping is a great “canvas” for organizing ideas

• Some other applications for Mind Mapping

• Preparing and Processing data for your Dashboard• Summarizing and providing Senior Management and Business Metrics

• Get the data you need without having to compile manually

• Tools for the Team• Stay Organized and connected

• Workspace Tools• A place for Everyone, Stakeholder, and Team Members

Communication Lifecycle

Organize

Visualize

Contribute

Collaborate

10 Top Frequently Search/ Top Rated PM Tools

Research Provided by TrustRadius

User ratings of 14 features, including:1. team collaboration2. mobile access3. support for agile and waterfall

methods

Publication can be accessed at this url: http://www.projectsatwork.com/content/articles/314784.cfm

Mind Mapping

• The Connection of Thoughts• Visualize a

connected network of thoughts in a layer linked by:• Parent Connectors• Child Connectors

• This network forms a layer of “thinking” that forms a two dimensional hierarchy

We would start with a Basic Model to structure the session

Leading your Team to ResolutionBy: Lorraine Kochut September 19, 2014

Brainstorming…continued

• The session can freely elaborate by adding thoughts that free flow in the session

• No constraints or bounds on the order of thinking

Here is an Independent Thought Network

Adding the 3rd Dimension to the Mind Map

• The 3rd dimension in Mind Mapping is:• A 3rd port on the Thought• The connections that exist between multiple layers of thought• Points of connection that influence the layer of thinking

We have tied together the Brainstorm Thoughts to the Organization Members

Other uses for Mind Mapping

• Simply to keep things organized• Consolidate

note collections for structured thoughts

• Include links to external files, emails, web links

Project Visualization for Senior Management

•To provide a sense of awareness•Where the project is in the full scope•What is on the immediate horizon•How is the team performing

Project Timeline View

Start

Mon 15-08-31

Finish

Thu 17-03-23

'15 Oct '15 Dec '16 Feb '16 Apr '16 Jun '16 Aug '16 Oct '16 Dec '17 Feb

Systems

Thu 15-10-01 - Thu 17-03-23

Application Software Design

Thu 15-10-01 - Wed 16-10-19

Customer ReleaseTue 16-12-13

Start

Mon 16-02-01

Finish

Sat 16-04-30

'16 Feb '16 Apr

Data Link Layer Task 2Mon 16-03-21

App Data RecorderMon 16-03-28

Tool Task 2Mon 16-04-11

Today

A split timeline view provides• A long range project view• Short range Milestone View

Schedule Performance Financial MetricsTask Name Planned Value - PV (BCWS) Earned Value - EV (BCWP) SV SV% SPI

Project Alpha $196,621.32 $128,869.80 ($67,751.53) -34% 0.66

Project Management $38,849.68 $38,527.01 ($322.67) -1% 0.99

Systems $26,127.48 $41,670.71 $15,543.23 59% 1.59

Software $116,855.82 $42,885.43 ($73,970.39) -63% 0.37

Fault Data Monitor Tool $8,460.00 $0.00 ($8,460.00) -100% 0

Ground Support $6,328.35 $5,786.64 ($541.71) -9% 0.91

• This simplified Data rollup speaks to the monetized performance against the Project Timeline

• We can see that our systems team is performing ahead of schedule• There seems to be problems with the Software team execution

Cost Performance Financial MetricsTask Name Planned Value - PV (BCWS) Earned Value - EV (BCWP) CV CV% CPI BAC EAC VAC TCPI

Project Alpha $196,621.32 $128,869.80 ($10,471.12) -8% 0.92 $599,704.78 $648,434.26 ($48,729.49) 1.02

Project Management $38,849.68 $38,527.01 ($322.67) -1% 0.99 $137,596.48 $138,749.31 ($1,152.83) 1

Systems $26,127.48 $41,670.71 $17,879.80 43% 1.75 $95,085.43 $54,286.95 $40,798.48 0.75

Software $116,855.82 $42,885.43 ($27,486.55) -64% 0.61 $329,798.87 $541,177.24 ($211,378.37) 1.11

Fault Data Monitor Tool $8,460.00 $0.00 $0.00 0% 0 $21,150.00 $21,150.00 $0.00 1

Ground Support $6,328.35 $5,786.64 ($541.71) -9% 0.91 $16,074.00 $17,578.86 ($1,504.86) 1.06

• This simplified roll up provides both a short term and long term view of the project• For the short term, the Project is reporting a variance of ($10,471)• For the long term prediction, if the project continues on its current path, the variance will be ($48,729)

Typical Gantt Style Project Schedule

Separate Labour from deliverables&

Report Actual Complete based upon your statused task complete

So We Have a Problem in our Project

• Financial data shows we have a problem

• If we were simply measuring only Actual Cost, we wouldn’t have noticed that we have a problem at all

• Do we have enough information in our Gantt visualization to

• Determine the Problem

• Find a Solution

Team Visualization, Organization, & Collaboration

• Clearly defined Work Flow• Should be graphical (visual)

• Must be customizable…each functional team works in different ways

• Task sequencing must be Organized but be flexible to• Allow the team doing the work dynamically to

• define the task

• Determine the sequence

• Support hierarchical and dynamic linking

• Deter pre-ordained fixed sequence planning at the task level

• Support collaboration through active written communications

Team Project Management Workflow

Issue Types: Epic, Story, and Task

Issue Type: Sub-task

Work Breakdown Hierarchy

• Similar to a Work Breakdown Structure• Issue Type: Epic

• A large user Story• Applies when:

• The deliverable description is know to have complex sub-modules• The sub-modules become smaller projects

• Issue Type: Story• A description of a sub-module defining what is does

• Issue Type: Task• A discrete specification for a distinct component

• Issue Type: Sub-task• Finite steps required to complete the Task

KanBan Board

Key Organization1. Level2. Class3. Type

Team members can “Pull” tasks through the work stages

Work In Progress (WIP) limits can be set to manage flow and bottlenecks

Metrics – Cumulative Flow Diagram

Metric – Control Chart

Basic Issue Created in JIRA

• Participation is encouraged

• Invite team members to provide spot support

Assignee is encouraged to document the thought process

Workspace Tools • Lite Version of Project Server• Can support Enterprise Resource

Management with Microsoft Project• Provides secure storage and version

management• Security trimming for sub-site access• Task and Custom Lists• Announcements• Wikis• Blogs

Most Corporations only use the file storage capability

Basic Structure for Most Projects

TheEverybody

Site

TheTeamSite

TheStakeholder

Site

Basic AnnouncementsEvent Calendar

Customer ReportsKey Events

Release DocumentsProgress Reports

WikiBlogs

Key EventsSecure Workspace

A Basic Wiki StructureIdea• Set your Wiki up in a News

Paper Format• Keep the team informed• Get the team involved in

writing small articles about their work, successes, and challenges

Interactive Task List

Automatically create and Synchronize a simple task list from your Microsoft Project• Have the team members status their own

work• Create sub-tasks to improve focus,

structuring, and project metrics• This is a simple task manager that is

synchronized to your master project• Customize the fields that are viewed and

updated• Filtering is built in to pare down the list

for• A particular member• Date range• Task Rollup

Conclusions

•A showcase of 4 cloud based tools that can improve Team•Organization•Visualization•Contribution•Collaboration