What to Do to Schedule Your Projects Like a Pro€¢ Project Manager training • Review Scheduled Dates for each project • Determine which projects should have the schedule reviewed

TitleOp)onA

WhattoDotoScheduleYourProjectsLikeaProPresenter:JaniceCaler,PMP,CPBPM–Solu)onArchitect

Onaverage,largescaleITprojectswerefoundtorun45%overbudget,7%over<meanddeliver56%less

value.(McKinsey&Company/UniversityofOxford,2012)

Keytopics

1.  Howdotaskproper)escontributetoasuccessfulschedule?

2.  Whydoesthetasktypeimpacttheschedule?3.  Howistheprojectbudgetimpactedbytasks?4.  Whatarebestprac)cesforusingProjectTransit?

Taskproper)es

Theinterac)onbetweentaskaQributesandproper)escontrolswhathappensinaprojectschedule.• AQributes–  Type–  Assignees

• Proper)es–  PlannedWork–  Dura)on–  ResourceAlloca)onunits

Tasktype Assignees

AQributes

•  Determineshowachangeimpactsthetask.•  Specifiedattaskcrea)on,impactonlywhenassigneesareadded.•  DefaultisFixedDura+onandremainsthedefaultun)lchanged.

•  Taskassigneesperformthework.•  Addingassigneesimpactsthetaskplannedwork,dura)onorresourcealloca)onunits.• Whenadded,theirworkweekcalendarandanycalendarexcep)onsimpactthe)metheycanspend.

Proper)es

•  Thenumberofhoursofworkrequiredtocompletethetask.

•  Avaluecaneitherbe:– Manuallyentered– BasedonthetaskDura)on,Type,andthenumberofassignees.

•  Assigningaddi)onalteammembersincreasestheplannedwork.

•  Thenumberofdaystocompleteatask.

•  IfDura)onischanged,PlannedFinishadjusts.

• Note:Ataskwithadura)onof0isamilestonetask.

•  Thepercentageofaresource'savailable)methatwillbeusedtoworkonatask.

•  Totalavailable)meisdeterminedbytheDap)vPPMworkweekcalendar.

Thesethreeproper)esinteract,basedontasktypeandassignees.

Plannedwork Dura)on Units

Calcula)ons

Whenatask’spropertyischanged,theotherproper)esarerecalculated:•  PlannedWork=Dura)onxUnits

Where:•  PlannedWork=es)matedtotalnumberofhourstocompletethetask•  Dura)on=differencebetweenthetaskPlannedStartandPlannedFinishdates•  Units=percentageofaresource’s)mespentworkingonthetask(AssignmentUnits)

Demo

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Keytopics

1.  Howdotaskproper)escontributetoasuccessfulschedule?

2.  Whydoesthetasktypeimpacttheschedule?3.  Howistheprojectbudgetimpactedbytasks?4.  Whatarebestprac)cesforusingProjectTransit?

Impactoftasktypeoncalcula)on

Tasktypedefineswhichtaskpropertyremainsfixedinthecalcula)on:•  FixedUnits—taskresourcealloca)onunitsarefixed•  FixedWork—plannedworkisfixed•  FixedDura)on—taskdura)onisfixed•  EffortDriven—theamountofworkremainsconstantforatask

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Taskassignmentimpact

Whentasksareassigned,taskschedulesareadjustedbasedonanumberoffactors,including:• WorkweekCalendar• NonworkingTime• Dependencies• Constraints•  TaskType

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Effort-driventaskassignmentimpact

•  Assigningmoreteammembersdecreasesthetaskdura)on•  Resourcealloca)onunitsdecrease•  Plannedworkremainsthesame

•  Removingteammembersincreasesthetaskdura)on•  Resourcealloca)onunitsincrease•  Plannedworkremainsthesame

Addingteammembers Removingteammembers

Demo

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Keytopics

1.  Howdotaskproper)escontributetoasuccessfulschedule?

2.  Whydoesthetasktypeimpacttheschedule?3.  Howistheprojectbudgetimpactedbytasks?4.  Whatarebestprac)cesforusingProjectTransit?

Resourcerequirements

• Resourcetype:– Hoursfortheresourcerequirements

– Es)matedlaborcost– Totalplannedlaborcost• Workspacemember:– Hoursfortheresourcerequirements

– Es)matedlaborcost– Totalplannedlaborcost

Calculatedfields-laborcost

•  Es)matedlaborcost:–  Thetotales)matedinternalcostoftheworkspace

–  Thesumof[(resourcetype'sinternalrate)*(requirementhours)]

•  Totalplanned(scheduled)laborcost:–  Thetotalplannedinternallaborcostoftheworkspace[sumof(totaltaskplannedwork*internalbillingratesoftaskassignees)].

Calculatedfields-laborcost

•  TotalEs)matedCost–  Thesumof[(Es)matedLaborCost)+(Es)matedExpenses)]ofaworkspace

•  TotalActualLaborCost–  Thesumof[(actualworkhoursforalltasks)*(internalbillingrateforalltaskassignees)]

Calculatedfields-laborrevenue

•  Es)matedLaborRevenue–  Thetotales)matedbillablelaborrevenueofworkspace

–  Thesumof[(requirementrate)*(requirementhours)]

–  Orifthereisnorequirementrate:thesumof[(resourcetype'sexternalrate)*(requirementhours)]

Calculatedfields-laborrevenue

•  Totalplanned(scheduled)laborrevenue:–  Totalplannedbillablerevenueofaworkspace

–  Thesumof[(taskplannedwork)*(externalbillingrate)]

Keytopics

1.  Howdotaskproper)escontributetoasuccessfulschedule?

2.  Whydoesthetasktypeimpacttheschedule?3.  Howistheprojectbudgetimpactedbytasks?4.  Whatarebestprac)cesforusingProjectTransit?

ProjectTransitProjectTransitisaDap)vdesktopapplica)onthatintegrateswithMicrosom®ProjectsoprojectmanagerscansynchronizeaMicrosomProjectschedulewithaPPMWorkspacetaskschedule.Thiscombina)ongives:•  projectmanagerstheflexibilityofMicrosomProjectforplanning,crea)ng,andmodifyinglarge

schedules•  teammembersandmanagersreal-)meaccesstothescheduleinPPMfortaskupdates,

collabora)on,andprojecttrackingRunProjectTransitfromwithinMicrosomProjecttosynchronizeschedules.

Tips Tricks

ProjectTransit)psandtricks

•  MSProjectActualStart,ActualFinishandActualWorkfields.

•  Number10customfield

•  Mappingaresourceisaone-to-oneprocess

•  Mappinguser-resourcesnotresourcetypes

•  AddPPMuserstoyourPPMprojectbeforesynchroniza)on

•  MSProjectresourcesandPPMresourceshavedifferentworkcalendars

•  SetyourdefaulttasktypetoFixedDura)onorFixedWork,withaconstraintof“AsSoonAsPossible”.

•  Addthe“Work”column,soyoucaneasilymanipulateworkvs.dura)oninyourschedule.

•  Trytokeepworkinwholehours.•  Donotbreakthesynchroniza)onlink(overridecheckout).Ifthesynchroniza)onlinkisbroken,either:–  Establishanewlinktotheexis)ngPPMworkspacewitha

newblankMicrosomProjectfile.ThiswillpreserveanyActualWorkthathasbeencapturedinPPM.

–  EstablishanewlinkfromthecurrentMicrosomProjectfiletoanewblankworkspaceinPPM.

Howwillyougetstarted?

Mondaymorning Next90days Next12months

Yourac)onplan

• Determinestar)ngpointbasedonmostpressingneed:

•  ProjectManagertraining

•  ReviewScheduledDatesforeachproject

• Determinewhichprojectsshouldhavetheschedulereviewed

•  ProjectManagertrainingcompleted

•  Exis)ngprojectscheduleshavebeenreviewed

•  Schedulesmodifiedasneeded

•  Exis)ngtemplatedmodified

•  RefresherProjectManagertrainingscheduled

•  Establishperiodicreviewofprojectschedules

Howwillyougetstarted?

Mondaymorning Next90days Next12months

Yourac)onplan

• Determinestar)ngpointbasedonmostpressingneed

•  ProjectManagertraining

•  ReviewScheduledDatesforeachproject

• Determinewhichprojectsshouldhavetheschedulereviewed

•  ProjectManagertrainingcompleted

•  Exis)ngprojectscheduleshavebeenreviewed

•  Schedulesmodifiedasneeded

•  Exis)ngtemplatedmodified

•  RefresherProjectManagertrainingscheduled

•  Establishperiodicreviewofprojectschedules

Addi)onalresources

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• Contactcustomersuccessmanager• Leveragecustomerenablementteamforonsiteconsul)ng• AdvancedTaskProper)esvideo-hQps://changepoint.wis)a.com/medias/l1c8hbq5ed• Dap)vPPMProjectTransitmanual• Customercareteam

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