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Demandmanagement m offersaunifi iedviewofal llworkinace entrallocation.Itspurpose eistoquickly yhelp organizationsgainvisib bilityintopro ojectsandope erationalactiv vities;standa ardizeandstr reamlinedata a n;enhancede ecisionmaking g;andsubjec ctinitiativesto otheappropriategoverna ancecontrols s collection throughouttheirlifecy ycles. TheMicro osoftEnterpr riseProjectManagement M (EPM)Solutio onprovidesfl lexibledeman ndmanagement capabilitie estohelporg ganizationsac ccomplishthe efollowing:
Buildgovernanceworkflowsto osubjectdiffe erenttypeso ofworkreque estsforexam mple,ahelpd desk t,oraprojectofanysize totheappro opriatecontro olsthroughou utthelifecycleoftheissue eor ticket projec ct. Stand dardizeandst treamlinedatacollection byusingconf figurableform msandbusinesscase templates. Captu ureallreques stsinacentra alrepository toenhancev visibility.
Gover rnance
Governan ncecangener ricallybedesc cribedastherules,proces sses,andlaws sunderwhich hbusinessesa are operated, ,regulated,andcontrolled d.Intheconte extofproject tandportfoliomanageme ent(PPM), governanceprovidesabestpracticeframeworkandsetofgu uidelinestoeffectivelycre eate,control,and deliverall ltypesofwor rk,enhanceaccountability a y,andoptima allyalignspen ndingwiththe eorganization ns strategicimperatives. i Governance G processes p are econtinuousl yrefinedbas sedonempiricaldataand lessonsle earnedtoimp proveprocessvelocityandtimetomark ket,whileass suringthequa alityofthe products, processes,orservicesdel livered. Establishingeffectivegovernance g processeshelp porganization nsmeetthef followingdem mand managem mentneeds.
Effect tivelycommu unicateandrealizebusine essstrategy.G Governancep processespro ovideablueprint foran norganization ntosuccessfu ullycommunicate,implem ment,andreal lizeitsbusine essstrategy.B Best practi iceprocesses smustfirstco onsiderthebu usinesssstrat tegicdirectio on,andthenp providea frame eworkforsele ectingtherightinitiativesandimprovin ngprojectdel liverytomaxi imizereturno on invest tment(ROI). Subje ectvaryingini itiativesandworktotheright r levelof controls.Org ganizationsneedtodefine ethe rightprocessestoeffectivelyco ontrolalltype esofworkp projectandop perationala andrelated ties,including gissues,risks s,andchangerequests,wit thoutintrodu ucingexcessiv vebureaucracy activit thatwill w negatively yaffecttimeto t marketandemployeem morale.
Driveaccountabili ityandtracea ability.Establ lishingforma lcheckpoints swithintheg governance essesandiden ntifyingindivi idualswithth heappropriat teapprovalau uthorityhelps sdrive proce accou untabilityandincreaseawa areness,andprovidesana auditablereco ordofallinve estmentdecis sions. Betteridentifyand dcomplywit thregulatoryrequirement ts.Governanc cecanhelporganizations identi ify,anticipate e,andrespondtoindustry ystandardsan ndregulatory yrequirement ts.Thisreduc ces theris skofcostlyfines,negative epress,oreve encriminalpr roceedings. Unifydisparatelin nesofbusines ssbyusingen nterprisepro ocesses.Often n,departmen ntswithin organ nizationsessentiallyoperat teinsilosand d,ineffect,se elfgovern.Es stablishingenterprise gover rnancestanda ardswillbreakdowndivisi ionwallsand improveefficiency,comm munication,and transp parencyacros sstheorganiz zation. Drivegovernanceacceptanceand a adoption nthroughedu ucationandc communicatio on.Thesucce essof PPMgovernance g processes p can nbemeasured dbytheirado option,inadd ditiontoothe ermetrics. Effect tivecommunicationtoedu ucateemploy yeesanddem mystifythepro ocessisessen ntialtodriving g adopt tionofandsa atisfactionwit thgovernanc ceprocesses. Refine egovernance eprocessesto oimprovebu usinessresult ts.Theproces ssesthatcom mprisethe gover rnanceframeworkshouldundergoregu ularevaluatio on,andthenb berefinedbasedonempir rical dataand a lessonsle earned.Byan nalyzingproce esses,analyst tscanidentify yandresolve ebottlenecksto impro oveforwardmovement m withoutaffectin ngqualityor bypassingreq quiredorganizationalcont trols.
TheMicro osoftEPMSol lutiongivesorganizations o thetoolsthe eyneedtohelpthemdefin ne,standardiz ze, communicate,andenf forcegoverna anceprocesse estocontrola alltypesofw work,projecta andoperation nal, throughoutthelifecyc cleofanyinitiative.Awork kflowplatform mthatisboth hrichandflexiblemakesit easytode efinetherightlevelofcontrolsinanyorganization. o Microsoft tProjectServ ver2010gove ernancecapa abilitieshelpP ProjectMana agementOffic ces(PMOs)qu uickly defineandautomatemultiple m work kflowstoman nagedifferent ttypesofpro ojectsforex xample,busin ness a opposedto oITprojects throughoutprojectlifec cycles,andcre eateeventdr rivenworkflo owsto projects,as controlot theractivities s:issueandriskmanageme ent,changem management, ,documenta approval,andso on.AProj jectServer20 010workflow wisprimarilycomposed c of asetofsequ uentialstagesthatreprese ent themainstepswithinthe t lifecycleofaproject(seeFigure1) .
Eachwork kflowstagein ncludesalistofdeliverable estobecomp pletedbefore etheprojectcansuccessfu ully moveforw wardintheworkflow. w Forexample,del liverablesear rlyinaprojec ctslifecyclec couldinclude e variousWeb W basedfor rmsthatcont tainmetadata athatrelatet tothebusinesscaseorpro ojectcharter. . M MicrosoftEPM MSolutionGui ide|2
Thesecou uldincludepr rojectinforma ation,costestimates,reso ourceestimat tes,strategicimpact assessments,andsoon.Ultimately, ,theworkflow wcontrolswh hatdeliverab blesandformsaredisplaye edat tionsthatnee edtobetaken nitcaneve nspecifyrequiredfieldsto obecompleted. eachstageandtheact Whenausercomplete esastage,the eworkflowpe erformsthen necessarydat tavalidationt toensuretha atall nsatisfactorilycompletedbeforemovin ngtheprojec cttothenextstage. deliverableshavebeen Governan ncephasesinProjectServe er2010provideacommon nlanguageac crossprojects smanagedby y differentworkflows w thatPMOscanusetoaggreg gatedatatof facilitateente erprisereporting.Project Server2010drivesaccountabilityan ndtraceabilit tyPMOscan naddcheckpointsorgates swithinthe hatstakeholderswithprop perapprovala authorityarenotifiedwhe enaninitiativ ve workflow,toensureth reachesadecisionpoin nt.ProjectSe erver2010pro ovidessuppo ortfordifferen nttypesofap pproval es,includingfor f individuals sandgroups, ,andsequent tialapprovals stoaccommo odateawide technique rangeofprocess p types sandscenario os.Workflownotifications sareconvenie entlypublishe edinthe Workflow wApprovalsvi iewinProject tServer2010 0,accessiblef fromtheleftm menubar.W Whentheyrece eive anapprov valnotificatio on,astakeholdercanrevie ewthecorres pondingdeliv verablesandthenapprove eor rejectthe eproject,inad dditiontocap pturingcomm ments(seeFig gure2).
ProjectSe erver2010ma aintainsasim mplelogofallapprovalsto oprovideana auditablehist toryofinvestm ment decisions. .Approvalgatesprovidevalidation v step pstohelporg ganizationsdr riveaccounta ability,increase awarenes ss,andeffecti ivelycomplywith w complianceregulatio ons. Inadditiontoindividua alnotification ns,ProjectServer2010de dicatesaProposalStageS Statuspageto o ect,designed dtoprovideasingleportal lforallworkf flowinformat tion,andtoin ntuitivelyguid de eachproje usersthro oughtheworkflow(seeFig gure3).Thepage p effective elycommunic catesthemai instagesand deliverablesincludedintheworkflo ow,andassist tswithdriving gadoptionan ndacceptanc ceoftheproc cess. rnancepagedisplays: d Thegover
Thenameofthecu urrentworkfl lowstagetha attheproject isin. forthecurrentphase. Thest tatusofeachdeliverablerequired r tobe ecompletedf Atableofallstage esinthework kflow,withtheircorrespon ndingdelivera ables. Appro ovalandrejec ctioncommen nts.
TheProjectServer201 10ProposalSt tageStatuspagesimplifies stheworkflo owprocess,so oitiseasyfor r mberstoiden ntifythedeliv verablesthatthey t haveto completeandeasilyfindt therightProject teammem formsorviews. v
Figure 3. Pro oject Server 2010 Proposal Sta age Status page (Note that this s screen shot inclu udes a custom w workflow graphic c)
ProjectSe erver2010wo orkflowcapab bilitiescanhe elpPMOsesta ablish,comm municate,andenforcean enterprise egovernance eframeworkto t unifydispa aratelinesof businessanddriveefficien nciesand transpare encyacrossth heorganizatio on.ProjectSe erver2010inc cludesasamp pleworkflowthatcanbe extendedorcustomize edusingVisua alStudio 201 10tomeetan norganization nsuniquerequirements.T The powerfulworkflowinfrastructurein nProjectServ ver2010gives sPMOsthetoolstomode elbothsimple eand complexbest b practiceprocessesf forexample,ProjectMana agementBodyofKnowled dge(PMBOK), , Prince2,or o agileproje ectmanageme entmethodologies.Inadd dition,theset toolsfacilitate eintegrationwith M MicrosoftEPM MSolutionGui ide|4
lineofbu usiness(LOB)systems,and dhelpPMOseasily e refinew workflowstoimproveperf formancebas sed onlessonslearnedand dempiricalda ata. Inadditiontoprojectlifecyclecont trols,ProjectServer2010p providessupp portformore egranular activitiesandavarietyofplanningmethodologie m es.Specificev ventsandpro ocesses,suchasissuesand drisk managem ment,changemanagement t,statusreporting,anddo ocumentrevie ewandappro ovalcanbebe etter controlled dbyusingeve entdrivenwo orkflows. Organizat tionsuseavarietyofplann ningmethodo ologiestohel pensurethat ttheyselecta anddeliverth he rightinitia atives.Projec ctServer2010 0supportsthe efollowingp lanningmeth hodologies.
AnnualPlanning:An A organizationproactivel lyundertakes sanextensive eanalysistoi identify,selec ct, undallprojec ctstobedeliv veredinthenext n fiscalyea ar. andfu JustinTime(JIT)Planning: P Anorganizationconvenesrec curringportfo olioselectionmeetings,us sually yzenewreque estsandtore eassessthest trategicalignm mentofproje ectsalready quarterly,toanaly rwaytomaxim mizetheport tfoliosreturn noninvestme ent(ROI). under TheHybrid H Model:CombinesthebestofannualandJITp planning.Org ganizationspr roactivelyselect projec ctsfortheup pcomingyear, ,butinadditi ion,holdrecu urringselectio oneventstorefinethe portfo oliothrougho outtheyear.
Gainvisibility v bycentralizing c co ollectionofdemand. d Bysiimplycapturi ingallproject trequestsina centra alrepository, ,PMOscanim mmediatelygainvisibilitya acrossportfolios,makingiteasytoiden ntify andeliminateduplicateorover rlappinginitia atives.Captur ringbothprop posedandinflightproject tsina elocationhelp psanalystsqu uicklyassessthe t effectof demandonb budgetandon ntheresourc ce single pool. Stand dardizemetad dataandmet tricstodriveconsistency. Oneofthem mostimportantstepsin successfullymanag gingprojectportfolios p isst tandardizing projectmeta adataandmetricsacrossall
typesofprojects.Inconsistentmetadata m and dmetricsmak keitimpossib bletodriveen nterprise rtingandtoef ffectivelycom mpareandcontrastcompe etingprojectrequests. repor Streamlinedataco ollectionimp provescycletimes.Providiingasinglelo ocationandbestpractice templateforcaptu uringnewreq questsprovide esanintuitive eandrepeata ableframewo orkthatdrive es efficie encyandredu ucesthetime eittakestocr reateandsub bmitbothsim mpleandcomplexrequests s. Achie eveenterprise econsistency ywhileprovid dingLOBauto onomy.Ther reisnosucht thingasaone e sizefi itsallprojectinitiationpro ocess.Inman nyorganizatio ons,differentdepartments soperate indep pendentlyand dhavecustom mizedinitiatio onprocesses andbusiness scaseforms.Acommon challe engeforaPM MOistodefine eprocessesand a templates sthatprovide eenterprises standardizatio on andcontrol,whilegivingbusine esspartnersintheorganiz zationafeasib bleleveloffreedomand auton nomy. Intero operatewithLOBsystems s.Requestsca ancomefrom manywherew withinorouts sideofthe organ nizationandmight m resideinspecializedsystemsfo rexample,inaCustomerRelationship Mana agement(CRM M)orservicemanagement tsystem.Inte egrationwithLOBsystems siscriticalfor r conso olidatingallwork w inacentr ralrepository ytoenhance awareness,fo ormalizedeci isionmaking, ,and assess stheeffectofprojectprop posalsonscarceresources s.
Theunifie edPPMcapab bilitiesofProj jectServer20 010providea flexiblefram meworkforca apturing,selecting, anddelive eringalltypes sofwork,fro omsimpletaskstocomplex xprojectsandprograms.P ProjectServe er 2010exte endsMicrosof ft ProjectPo ortfolioServer r2007tocrea ateasolution nthatofferso organizationsa dedicated ddemandmanagementint terface,stand dardizesthec collectionofa allwork,andprovidesvisibility andcontr rolacrosstheorganization.
Requestscomefromavarietyofsourcesandcan nbeinitiated dinandreside einspecialize edsystems.T To hisdiversityof o input,Proje ectServer2010providesa comprehens siveapplicationprogramm ming supportth interfaces s(API),Projec ctServerInterface(PSI),to oconsolidate requestsent teredintooth herproductivity toolsandLOBsystemsalongsiderequestscreate eddirectlyin ProjectServe er2010.
EnterpriseProjectTypes(EPTs)areprojecttemplatestha atrepresentv varioustypesofprojectsand p workwithin w thepo ortfolio.Forex xample,youc couldcreateanEPTtorep presentasoft tware nonproject developmentproje ectoramarketingcampaign. Projec ctDetailPage es(PDPs)areconfigurableonlineforms susedtocolle ectordisplay yproject inform mation:descr riptivedata,cost c estimates s,strategicim mpactassessm ments,andso oon. Gover rnanceworkf flowssubjecteachprojecttemplateto theappropria atecontrolst throughoutit tslife cycleanddetermin neswhichonlineformsare edisplayedat teachstagei intheproject tlifecycle.
ProjectSe erver2010ma akesiteasyto ogetstartedbyproviding gexamplepro ojecttypesan ndprojectdet tail pages,andasampleworkflow; w allcapability c type espresentan nintuitiveadm ministrationinterfacefor c projec cttypesandonline o formsto t meettheo organizations creatingcustom suniqueneeds.ThePMOcan createanew n projectty ypeusingthe eadministrationinterface bycompletin ngasimplefo orm,which includesthe t followingtasks(seeFig gure5).
Captu ureanEPTnameandenteradescription. Select tagovernanc ceworkflow:Theworkflow wwillsubject theprojectt totheapprop priatecontrols throughoutitslifecycle. Assoc ciatetheproje ecttypewith acustomPro ojectSitetem mplate:Eachp projecttypec canhaveacustom works spacetoenha anceteamcollaborationandcommunic cation. Linktotheappropriatedepartm ments:Eachproject p typec canbeglobaloritcanbea associatedwit th mentswithinthe t organization. individualdepartm Choos seabestprac cticeprojectplantemplate e:Associatea bestpractic ceprojectpla an,including prede efinedphases s,tasks,andresourceassig gnments,with haprojectte emplate. Specif fyaninitiationform:Thisform f isdispla ayedwhenau userselectstheprojecttypewhencrea ating anew wworkreques st.
Figure 5. Pro oject Server 2010 Enterprise Pr roject Type defin nition form
Afterpublishingthepr rojecttype,th hetemplatename n willbed displayedint thelistofava ailableproject t enauserclick kstheNewbuttoninthewizard w likePr rojectCenter(seeFigure6 6).Asindicate ed typeswhe earlier,pr rojecttypescanbeglobal thatis,asso ociatedwitha andavailabletoalldepartmentsorlin nked tospecific cdepartment tswithintheorganization. o Thisflexibilit tyhelpsPMO Oscontrolthe eprojecttypesthat aredispla ayedforeachdepartment,ensuringtha atemployees seeonlythetypesthatar rerelevantto otheir LOB. M MicrosoftEPM MSolutionGui ide|9
Figure 7. Pro oject Server 2010 Enterprise cu ustom fields Web b part
Morecom mplexformssuchasriskqu uestionnaires s,costestima teworksheet ts,andbenef fitestimate workshee etscanbebuiltbyusingMicrosoftInfoP Path FormsS ServicesorOf fficeWebApp ps,andthenbeing includedin i theproject tbusinesscas se.Thisflexibilityhelpsthe ePMOdefine evariousform msassociatedwith businesscases c fordiffe erenttypesofprojectswh hileensuringt thatkeymeta adataisstand dardizedacro oss requeststo t facilitateenterpriserep porting. Aftercrea atingtherequ uiredonlinefo orms,anadm ministratorsim mplylinksthe eformstothe estageswithi inthe appropria ategovernanc ceworkflow.Theworkflow waccomplish esthefollow wing:
Deter rmineswhichonlineforms saredisplayedateachstag geintheproj jectlifecycle. Dictat testheconfig gurationofindividualfieldswithinthef form;forexam mple,itcans specifywheth hera fieldismandatory, ,orwhetherafieldshould dbeeditable orreadonly. . ether Performsdatavalidationtoens surethattheformhasbee encorrectlycompletedortoassesswhe alldeliverableshav vebeencomp pletedbefore etherequest canprogress stothenexts stageinthe workf flow.
governance Asdemon nstratedbyth hisoverview,EnterprisePr rojectTypes, ProjectDetai ilPages,andg workflowcapabilitieswork w togethertocontroland a standardiizetheprojec ctinitiationpr rocess,while providingthePMOwit ththeflexibili itytomeetcu ustomLOBre equirementsa andmaintainenterprise standards s. enterview.T PMOscan nenternewrequestsinProjectServer2010 2 inthen ewProjectCe TheProjectCe enter providesasingle,wizardlikeinterfa aceforinitiat tingalltypeso ofwork,ther rebystreamlin ningtheproje ect initiationprocess.Subm mittinganew wrequestiseasy:ontheP ProjecttabintheOfficeFlu uentRibbonin erver2010,simplyclickthe eNewbutton n.Selectthea appropriatep projecttypef fromthelist(see ProjectSe Figure6),andthecorrespondingre equestformappears(seeF Figure8).
Aftercom mpletingtherequestform,saveandpub blishtheproj ect.Ifthepro ojecttypehas sbeenassoci iated withagov vernancewor rkflow,thepr rojectissubje ecttothecon ntrolsandbus sinesslogicalreadyassociated withtheworkflow. w The eworkflowdictateswhathappensnext t.Thereques stcouldberoutedthrough han initialapp provalcheckp pointoritcouldsimplymovetoanothe rstagethatin tionalformsa and ncludesaddit deliverablestobecom mpletedbythe eprojectteam m. OntheProposalStageStatuspagein i ProjectSer rver2010,yo ucanclearlyseetherequiredformsan nd deliverablestobecom mpletedforthecurrentstageinthewor rkflow(seeFi igure9).
Figure 9. Pro oject Server 2010 Proposal Sta age Status page
Tocomple etetherequiredforms,sim mplyclickafo orminthelef ftmenubar,o oryoucanch hooseto sequentia allystepthrou ughtheforms susingthewizardlikesett tingsintheR Ribbonthatis,usingtheN Next buttonan ndthePreviou usbutton(se eeFigure10).Theintuitive eandfamiliarinterfacehel lpseffectively y communicatethegove ernanceproce ess,educateusers,simplif fydataentry, ,andimprove eadoptionan nd endusersatisfaction.
Figure 10. Project P Server 20 010 Next and Previous P buttons on the Project ta tab
Addit tionalResource es
Forexpan ndedhelp,ste epbystepgu uides,andvideotrainingon nhowtogetthemostofP ProjectServer 2010andtheMicrosof ftEPMSolutio on,visitMicro osoftProject . Tolearnmore m aboutProject2010and a theMicro osoftEPMSollution,refert tothefollowinglistofrelated links: