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Alphabet Soup: PSS Contribution

Alphabet Soup: PSS Contribution. 303.699.2334 | www.quantumpm.com. April 3, 2013. Jamie Wyant. About QuantumPM. Agenda. PSS Background PSS Solution Current Issues Issue Solutions & Next Steps Wrap Up and Questions. PSS Background. PSS Overview.

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Alphabet Soup: PSS Contribution

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  1. Alphabet Soup: PSS Contribution 303.699.2334 | www.quantumpm.com April 3, 2013 Jamie Wyant

  2. About QuantumPM

  3. Agenda • PSS Background • PSS Solution • Current Issues • Issue Solutions & Next Steps • Wrap Up and Questions

  4. PSS Background

  5. PSS Overview

  6. Background Timeline & Approach July 2012 March 2012 Process Reporting Assessment Pilot Reconfigure Assessment, Process Definition, Configuration, Reporting and Pilot December 2012 August 2012 Production Rollout Workflow QSA Desktop Charter Requirement Training Enhanced Reporting Charter Implementation, Custom Development, Governance, Training & Rollout January 2013 March 2013 Training Videos Administrator Training QSA Server Support Transition New Requirements Workflow Enhancement Custom Development, Training & Support, Requirements Gathering

  7. Initial Justification of Project • Make existing charter electronic • Promote user adoption of the tool • Provide accurate and insightful reporting at all levels • Reduce data redundancy and synchronize data between systems • Increase visibility of District and Headquarter resources to accommodate shifting priorities • Improve Department transparency and accountability • Improve project delivery and introduce cash flow forecasting

  8. Current Status • 589 Projects • 448 Active Resources • Supporting existing implementation • Gathering Requirements for next steps: • Integration with other systems • More reporting and dashboards • Enhancements to existing solution • Additional training to support user adoption

  9. PSS Solution

  10. Major Roles Sponsor/Owner Or Resource Manager Executives *2PM – responsible for administering the PSS, governance and compliance

  11. Issues Prior to PSS Sponsor/Owner Or Resource Manager Executives

  12. Approach to Resolve Issues PSS Configuration Process Re-engineering PSS Custom Development Training & Mentoring Support

  13. Current Solution Overview Executives Resource Managers 2PM Charter Workflow QSA Training Project Scheduling System (Project Server 2010) Separate Disparate Systems (Project Wise, OTIS, ITRIPS) Project Tracking System

  14. Infrastructure Charter Workflow

  15. Electronic Charter and Workflow

  16. Electronic Charter and Workflow

  17. Guides User Through Creation • Real-time view of Project Tracking

  18. Resource Capacity Vs. Demand

  19. Print Charter

  20. Pull Project Tracking Info into PSS

  21. Weekly Emails to Support Change Requests • Checking Cost and Schedule Info

  22. Obligated Baseline Update

  23. Custom Training • 3 weeks of custom PM training • Custom videos on PSS Site

  24. Additional Custom Reports

  25. PSR

  26. QSA Desktop • Can run anytime, but will run automatically when you publish a schedule • Found by selecting the QSA tab • QSA Runs compliance checks against the project for both custom ITD specific business requirements as well as other options • WBS list used for TMM lookup • QSA Controls folder

  27. QSA Server • Runs same checks and generates same report as desktop version for all projects • Can modify frequency of run • All reports stored in doc library • Old batch zipped up each time

  28. Current Issues

  29. Current Issues • Project Managers seeing dates shift when accepting task updates from team members • Estimates for some tasks aren’t accurate (2 weeks duration for a 20 minute task) • Inability to compare planned expenditures to actuals • Resource availability numbers are inaccurate • Inability to pull actuals from project schedules • Additional project types and workflows that don’t fit under “Infrastructure” • Disparate systems causing redundancy (Project Wise, OTIS, ITRIPS)

  30. Issue Resolution & Next Steps

  31. Potential Issue Solutions • Not all projects within PSS • Additional training for Project Managers to understand importance of using the right task type for the right task and resource levelling • Create a “Plan of the Day” checklist for Project Managers and Resource Managers to address tasks that take less than 8 hours to complete. If task needs tracked, make it a milestone in schedule as opposed to detailed effort task. • Rollup assignments to a higher level. For example, tasks in schedules greater than 8 hours. • Adjust Resource availability from 50%

  32. Next Steps • Get 100% of projects in the system • Continue gathering requirements and estimate effort: • Cash-flow Report – integration with actuals • 2 New Charter Types and workflow • OTIS Integration • Update existing funding and cost summary webpart • District Reporting • Trending reports based on snapshots • Dashboards • Project Wise – integration to pull in URL • ITRIPS – integration to pull in 20 fields • Additional Training

  33. Wrap Up & Questions

  34. Summary • Iterative Process and Continuous Improvement • Continually evaluating issues and implementing creative solutions to address • Solution includes new processes, updated configuration, custom development, integration with external systems • There’s still more work to do (Integration, reporting, workflows, etc.)

  35. Questions?

  36. We Appreciate You Time!

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