Microsoft®

Project 2010
Microsoft Project 2010
Enterprise Project Management Solution Demo
May 2010 / version 2.01

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provided in any written license agreement from Microsoft, the furnishing of this document does not give you a license to any patent,
trademarks, copyrights, or other intellectual property that are the subject matter of this document.
 As a valued Microsoft customer you can always search for a Microsoft certified project partner that can help you
walk through Project 2010 products and help you determine the best solution to suite your needs. Please go to
http://www.microsoft.com/project and click “Solutions & Partners” and then “Find a partner by geography” to access the
extensive and experienced list of “Microsoft Certified Project and Portfolio Management” partners local to you. For further
information on products and partners you can also speak to your local Microsoft representative.

Requirements and pre-requisites

Requirement Item
Virtual Machine Downloaded, imported and running 2010
Information Worker Demonstration and
Evaluation Virtual Machine
(http://go.microsoft.com/?linkid=9728417)
Supported Operating System Microsoft Windows® Server 2008 R2 with the Hyper-V
role enabled
RAM 8 GB recommended for the host machine, 5GB or more
allocated to the Virtual Image recommended
Additional disk space required for 5 GB, Solid State Drive recommended for better
install performance
Demonstration and Evaluation package Installation and Configuration

The Project 2010 Demonstration and Evaluation Installation Pack will only work with the 2010 Information Worker Demonstration
and Evaluation Virtual Machine (http://go.microsoft.com/?linkid=9728417); hence the 2010 Information Worker Demonstration
and Evaluation Virtual Machine HAS to be downloaded, configured and up and running before installing the Project 2010
Demonstration and Evaluation Installation Pack (http://go.microsoft.com/?linkid=9713956) as visually expressed in the illustration
below.

Please read all the information about 2010 Information Worker Demonstration and Evaluation Virtual Machine
(http://go.microsoft.com/?linkid=9728417) very carefully to fully understand the process of importing, running the Virtual Image
and the evaluation period! You will save lot of time and lot of unpleasant surprises.
 As an option we host this Virtual Machine with the Project 2010 Demonstration and Evaluation Installation Pack
already installed in our datacenter. If you would rather use this opportunity and run the image from your Microsoft Internet
Explorer 6 or higher browser – please go to http://go.microsoft.com/?linkid=9713654. Note that one session is limited to 90
minutes.

1. Make sure the 2010 Information Worker Demonstration and Evaluation Virtual Machine has been downloaded, configured, and is up
and running (more information on importing and configuring this virtual image could be found here
http://go.microsoft.com/?linkid=9728417)

Correct functionality of 2010 Information Worker Demonstration and Evaluation Virtual Machine is ESSENTIAL for
further steps. If your machine does not run and/or the http://intranet.contoso.com site is NOT loading, please re-check the
configuration or re-import the machine and follow CLOSELY the configuration steps.

2. Download Project 2010 Demonstration and Evaluation Installation Pack (http://go.microsoft.com/?linkid=9713956) – a

“Project2010DemoPack.iso” file and save it to your host machine.

Before installing Project 2010 Demonstration and Evaluation Installation Pack consider taking a “Snapshot” of the
current state of the Virtual Image. More information can be found in the help topic “About Virtual Machine Snapshots” for
Hyper-V Manager.

3. On your host machine in the Hyper-V Manager select the ‘2010-7a’ virtual machine representing the “2010 Information Worker
Demonstration and Evaluation Virtual Machine”.
4. Click Settings…
5. In Settings for 2010-7a dialog on the left select DVD Drive
6. On the right hand side of the Settings for 2010-7a dialog select Image file… and point to the “Project2010DemoPack.iso” on your host
machine
7. Click OK

8. Logon to the ‘2010-7a’ virtual machine as CONTOSO\administrator with pass@word1 as password

9. In the Virtual Machine click Start -> Computer -> DVD Drive (D:) Project 2010 Demo Pack v1
 If the Project 2010 Demo Pack v1 does not appear, please go back to step 3. If you see an error
message, please right-click the DVD Drive and choose Open. From the opened Explorer window run
the “Project2010DemoPack” executable.

10. The Project 2010 Demonstration and Evaluation Installation Pack opens
11. Press Install in order to install the Project 2010 Demonstration and Evaluation Installation Pack
Please note this operation may take up to 30 minutes depending on the speed and configuration of your
computer. While the installation is in progress we show you the detailed steps of activities performed. In
case you run into issues – please check the “Project Server 2010 General Questions and Answers” forum
http://social.technet.microsoft.com/Forums/en-US/projectserver2010general/threads for solutions or if
unknown yet, please post the description and the output log with error indicated.

For list of know errors and solutions, please refer to the Appendix of this document.

12. After installation has completed new Internet Explorer windows opens and displays the Project Web App 2010 on the
http://project.contoso.com/pwa URL.
13. Happy Microsoft Project 2010 evaluation!
Microsoft Project 2010 Overview
Microsoft Project 2010 offers flexibility and choice by providing tailored work management solutions for individuals, teams and the enterprise.
Project 2010 recognizes that there is no such thing as a “one size fits all” project and portfolio management (PPM) solution. Effective PPM
solutions need to provide organizations of different sizes and maturity levels with the right tools to ensure teams can successfully collaborate to
deliver projects on-time and realize the anticipated return on investment.

A small or mid-sized company may have different PPM requirements when compared to a multi-national organization. Interestingly,
departments within a large organization may also have varying PPM requirements, for example a marketing team may not require the same
rigor as the IT business unit, and therefore a full solution may not be optimal for all divisions. Microsoft Project 2010 flexible approach helps
ensure organizations can select the right tools to meet their current and future business requirements.

The architectural improvements in Microsoft Office Project 2007 provided a strong foundation to develop innovative new capabilities in Project
2010 to provide executives, portfolio analysts, managers, and team members with productivity tools to effectively manage all work throughout
its lifecycle, and ensure alignment with the organization’s business strategy. The main enhancements to Project 2010 can be grouped under the
following investment areas:
Demo Scenario
"The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No
association with any real company, organization, product, domain name, email address, logo, person, places, or events is intended or should be inferred."

Summary The Contoso Project Portfolio Management (PPM) Demo showcases many of the new and existing capabilities included in
Project Professional 2010 and Project Server 2010. The demo provides an overview of how the Microsoft EPM Solution provides
support for the entire project lifecycle; from inception to completion.

Length 60 to 90 minutes
 Target Audience Business Decision Makers, Director PMO, Portfolio Managers, Resource Managers

Personas (in order

of appearance)

Amy Strande Carol Troup Jan Kotas Hatim Aiad

Business Analyst PMO Director Project Manager Team Member

Introduction

Contoso is a professional services company that has established a formal PPM governance process for managing all types of work throughout the lifecycle.
The process supported by the Microsoft EPM Solution ensures:

 Governance workflow subjects projects to the appropriate controls throughout the lifecycle

 All requests are captured in a central repository and the collection of associated meta-data is standardized and simplified

 The executive team can effectively model constraints and select project portfolios that align with their business strategy

 Managers can proactively and reactively manage and control resources

 Managers can build powerful schedules in the browser or in Project Professional 2010

 Teams can effectively collaborate throughout the lifecycle

 Accurate and timely time and status reporting

 Visibility and control delivered through a powerful and flexible reporting platform

Contoso’s governance process includes multiple workflows to manage different types of projects (e.g. Major and Minor). The workflows comprise
sequential stages that represent the main steps within the life cycle of the project. Each workflow stage includes a list of deliverables to be completed
before the project can successfully progress within the workflow...
In today’s difficult economic conditions, Contoso’s executives are being asked to ―do more with less.‖ The executives face pressure to reduce or maintain
budgets and further scrutinize discretionary spending. To respond to these pressures, executives can use more structured approaches to effectively
identify, select, and deliver project portfolios that best align with the business strategy and maximize return on investment (ROI).

Demo Overview

The demo follows four key stages that demote the project portfolio management life cycle:

Create

The Create stage comprises two steps:

 Project initiation
 Business case development

Contoso employees can quickly and easily submit a new project request in Project Server 2010. In this demo, Amy Strande, a Business Analyst, will
initiate a new project request. The project request is controlled by a governance workflow that requires approval from the Project Management Office
(PMO). Upon approval, Amy and other team members will be responsible for the creation of a full business case for the project request.

Select

In the Select phase, the Project Management Office analyzes competing requests using Project Server 2010 new portfolio selection and analytical
capabilities. The powerful top down portfolio management capabilities help Carol Troup (the PMO Director) effectively run portfolio cost constraint
and resource constraint analysis to select the project portfolio that optimally aligns to the organizations business strategy and best utilizes the
available resources.

Plan

In the plan phase the project manager (Jan Kotas) is assigned to the project and he is responsible for:
 Finalizing the detailed schedule (from a best practice project template)
 Building the team (finding named resources with availability to work on the project)
 Completing a secondary cost assessment
 Baselinning the project plan
 Create status reports

The project then moves to the Plan checkpoint, awaiting approval from the Contoso steering committee
Manage

In the Manage phase, all team members are notified of their assignments. The demonstration shows the team member receiving tasks and
completing their timesheet to provide timely and accurate information to the project manager. The demo shows a custom workspace used to
enhance team collaboration and knowledge sharing across the project lifecycle.

The demonstration includes Corporate, Departmental and Project dashboards that help increase visibility and control. Executives can drill down from
the corporate level to the project level to quickly identify the root cause.

Demo Cheat Sheet

Roles & Login Info

Full name Role Username Password

Amy Strande Business Analyst AmyS pass@word1

Carol Troup PMO Director CarolT pass@word1

Jan Kotas Project Manager JanK pass@word1

Hatim Aiad Team Member HatimA pass@word1

Administrator System Administrator Administrator pass@word1

Relevant Projects by Demo Phase

Workflow Phase Persona Project Name (& Actions)

Initiate Amy Strande Create New Request, using Software Development EPT
Initiate Checkpoint Carol Troup Use newly created project request, as outlined in the demo script

Define Carol Troup E-CRM Solution (used to show completed business case)

Select Checkpoint Carol Troup Use the saved FY11 Portfolio Analysis to demo cost constraint and
resource constraint analysis

Plan Jan Kotas Payroll System Upgrade (used to build team + finalize project
schedule)

Plan Checkpoint Carol Troup Carol approves Payroll System Upgrade

Manage (Time + task Hatim Aiad + Jan Kotas Hatim receives tasks for the Payroll System Upgrade project and
management) provides updates to Jan Kotas

Manage (Reporting) Carol Troup Use the Storage Planning and Management project to demo the
reports in the Project Site
Demo Steps
Initiate

Amy Strande is a Business Analyst who wants to submit a new project request. Contoso has configured Microsoft Project Server 2010 to capture different
all types of project requests. Depending on the type of project request, Project Server initiates the corresponding workflow, which drives the needed
controls at different stages of the project life cycle. The workflows comprise sequential stages that represent the main steps within the life cycle of the
project. Each workflow stage includes a list of deliverables to be completed before the project can successfully progress within the workflow.

Talking Points Click Steps Screenshots

Make sure you Demo2010-7a Virtual Machine is running and the Project 2010 Demonstration and Evaluation
Installation Pack is installed (for more details refer to “Demonstration and Evaluation package Installation
and Configuration” section above).

1 User name: administrator

2 Password: pass@word1
3 Domain: Contoso

4 Launch Internet Explorer

5 Open Project Web App 2010 by
browsing to
http://project.contoso.com/pwa

Amy logs in to the Project 6 click the sign-in menu on the

Web App 2010. right hand side in the black bar
that reads ―System Account‖
7 Select Sign in as a Different
User
8 User name: AmyS
9 Password: pass@word1
10 Domain: Contoso
 Talking Points Click Steps Screenshots
The PWA home page 11 Make sure Amy Strande shows
provides a personalized view up in the menu heading to
displaying information such indicate the currently logged-on
as the number of new task user
assignments, number of
pending approvals, and
number of pending
timesheets, etc.

12 In the left navigation panel, click

Project Center.
 Talking Points Click Steps Screenshots
In the Project Center, Amy
can view the status of
various projects through
configurable views. The
current view shows projects
grouped by workflow stages,
and includes relevant
metadata on the columns to
display informative reports
that convey the status of all
initiatives from inception to
completion.

This view can be used as a

demand management
scorecard, providing visibility
and control across the
project lifecycle. This view
reinforces the importance of
capturing all work in a
central repository

Project Server 2010 includes 13 In the Projects tab, click New.

the new Fluent user interface
(aka ribbon), making it easier
to complete common
activities through the
contextual menus.

To submit a new request,

Amy simply clicks on the
New button in the Ribbon
and selects the appropriate
Enterprise Project Type (EPT)
displayed in the list.
 Talking Points Click Steps Screenshots
To standardize and control 14 Click Software Development.
the collection of work, the
Contoso PMO team has
published a list of best
practice project templates
(or EPTs)

The Enterprise Project Types

(EPT) are used to represent
varying types of projects and
non-project work.
Each EPT can include a
project template, a
governance workflow, and a
customized Project Site
template.

Amy chooses the EPT that

most closely matches her
proposal: Software
Development.

By choosing Software
Development, Amy is
routed to the appropriate
Proposal Request Form.

The Proposal Request Form

contains fields to capture
basic information about the
new project proposal.

The Proposal Request Form

uses the out-of-the-box
Project Detail Pages (PDP)
infrastructure.
Project Detail Pages (PDPs)
are configurable online
 Talking Points
forms used to collect project
information (for example,
descriptive data, cost
estimates, strategic impact
assessments).
Amy enters the required
information.
Notice the default setting of
the Owner field in the form
pre-populates with the users
name.
After entering all the
information, Amy simply
saves the form.
Click Steps Screenshots
15 Fill in the following fields in the
Proposal Request Form:
Name: Web Catalog Publishing
Tool
Description: Enables creation of
dynamic Web pages for products,
including an integration of
inventory schedule.
Start Date: July 12 2010
Project Departments: IT
16 Click Save.
 Talking Points Click Steps Screenshots
Saving the form:

o Initiates the new project

proposal based on the
Software Development
template.
o Initiates the workflow
associated with this EPT,
which moves the project
to the next step in the
process (that is, the
Initiate Checkpoint
stage, where the
proposal needs to be
approved by the PMO
Director).

This workflow subjects the

project to the appropriate
controls throughout the
lifecycle and determines the
forms that are displayed and
the data required to be
completed at each stage.

Once Amy successfully

creates the new proposal,
she is redirected to the
Workflow Status page.

The Workflow Status page

acts as a single point for all
workflow information and
guides users through the
process. The Workflow
Status page shows the main
stages and deliverables
 Talking Points Click Steps Screenshots
included in the workflow,
helping to educate
employees and drive
adoption and acceptance of
the process.

The page displays:

o The name of the current
workflow stage.
o The status of each
deliverable required to
be completed for the
current stage.
o A table with all stages
included in the workflow
with their corresponding
deliverables.
o Approval and rejection
comments.

To aggregate projects being

managed across different
workflows and facilitate
enable enterprise reporting,
the different stages of the
workflow have been
aggregated to a common
set of governance phases
(that is, Create, Select, Plan
and Manage).
 Talking Points Click Steps Screenshots
This page simplifies the 17 Click Close.
workflow process, making it
easier for team members to
identify the deliverables that
they must complete and to
navigate to the right forms
or views.
Having submitted the
proposal, Amy clicks Close,
and she is prompted to
check-in the project.

18 Click Yes.

19 Click the Project Web App link

on the Browse Ribbon tab to
return the PWA homepage.
Initiate Checkpoint

Carol Troup is the Director of the Project Management Office (PMO) at Contoso. Her team is responsible for tracking all new project requests, prioritizing
and selecting the right mix of projects, performing the capacity planning analysis, enterprise reporting and ensuring the successful delivery of all project
portfolios. All workflows have been configured to include checkpoints or gates to ensure the stakeholders with the right approval authority are notified
when an initiative reaches a decision point. Microsoft Project Server 2010 provides support for different types of approval techniques including individual,
group, and sequential approvals to accommodate a wide range of process types and scenarios. When stakeholders receive approval notifications, they can
review the corresponding deliverables and then approve or reject the projects and include appropriate comments.

Talking Points Click Steps Screenshots

Carol Troup logs into the
system.
1 Click the sign-in menu on
the right hand side in the
black bar
2 Select Sign in as a Different
User
3 User name: CarolT
4 Password: pass@word1
5 Domain: Contoso
 Talking Points Click Steps Screenshots
6 Make sure Carol Troup
shows up in the menu
heading to indicate the
currently logged-on user

Workflows use the 7 In the left navigation panel,

SharePoint infrastructure to click Workflow Approvals.
create approval tasks and
send notifications to the task
owners.

The approval tasks created

by the workflow are
maintained in the Workflow
Approvals lists. Because
Amy recently initiated a new
project, the workflow creates
an approval task for Carol.
Carol goes to the Workflow
Approval task list to review
tasks awaiting her approval.

In the Workflow Approval

task list, Carol finds a new
approval task assigned to
her for the project Web
Catalog Publishing Tool.

8 Click the arrow on the task.

 Talking Points Click Steps Screenshots
By clicking Edit Item, Carol 9 Click Edit Item.
opens the task detail
window to approve or reject
the proposal.

Carol can click on the Review 10 Add comments.

project details link to review
the project submission form.

Carol enters her comments,

and approves the proposal.

Approving the notification 11 Click the Approve button.

changes the task status to
Completed.
 Talking Points Click Steps Screenshots
As soon as Carol approves 12 Click the Project Web App
the task, the workflow link on the top of the left
activates and moves the navigation panel.
project to the next stage in
the workflow (the Define
stage).

13 On the left navigation panel,

click Project Center.
14 Locate the Web Catalog
Publishing Tool project in 2.
Define (Major Workflow)
stage.

To see the deliverables 15 Click the project Web

associated with the next Catalog Publishing Tool.
stage in the workflow stage,
Carol goes to the Workflow
Status page.

In the Workflow Status page,

Carol sees that the project
has moved to the define
phase and the user is
presented with a set of
forms (PDPs) to be
completed (for example,
Project Details, Strategic
Impact).
 Talking Points Click Steps Screenshots

Carol closes the project. 16 In the Project tab, click

Close.
Define

In the Define stage, a detailed business case is created for the project request. The information in the business case is critical for Contoso because it is used
to assess the project’s feasibility and compare and contrast with competing investments. The new demand management capabilities in Project Server 2010
help to standardize and simplify the project initiation and business case development process.

Talking Points Click Steps Screenshots

To save time, we will select 1 Locate the project E-CRM

the E-CRM Solution project Solution grouped under
that is further along in the stage 3. Select Checkpoint.
workflow (in the Select
Checkpoint) and has a
completed business case.

Carol finds and opens the E-

CRM Solution project.

This takes Carol to the 2 Click E-CRM Solution in the

workflow status page of E- Project Center view.
CRM Solution. The Workflow
Status page shows that the
project is in the Select
Checkpoint stage.
To review the business case,
Carol examines each of the
PDPs listed in the Workflow
Status page.

The Project Details page 3 In the left navigation panel,

shows the description and click the Project Details link.
justification of the project.
The page also shows
financial information and
risk information derived
from the Cost and Benefit
and Risk Evaluation forms.
In this stage, Carol needs to 4 In the Project tab, click
provide high-level resource Resource Plan.
requirements for the project.
This will help Contoso to
have an enhanced visibility
on resource requirements
early in the project life cycle.
Carol defines Work Units 5 In the Plan tab, click the
and Timescale information Work Units drop-down list.
for her Resource Plans. Click Full-time Equivalent.

Carol can view the resource 6 Click the Timescale drop-

plans by days, weeks, down arrow and click
months, quarters, and years. Months.
She selects the Months
Timescale for the resource
plans.

7 Apply different Data Range if

necessary to see the entire
project (7/1/2010 to
4/15/2011) by pressing the
Date Range button from the
Ribbon.
In this way, Carol uses the 8 Click Close.
new Capacity Planning
module to proactively
forecast resource
requirements at the skill
level.

Carol reviews the strategic 9 In the left navigation panel,

impact data of the project. click Strategic Impact.

The Strategic Impact form

enables users to specify how
each project request will
impact each of the
organization’s business
drivers. This objective
assessment is later used to
prioritize projects from a
strategic value standpoint.
Carol reviews the Cost and 10 In the left navigation panel,
Benefit data of the project. click Cost and Benefit.
11 Feel free to scroll down and
The Cost and Benefit from explore the different sheets of
utilizes an Excel Web the Excel Workbook. The
Application Companion screenshot on the right shows
(WAC) template displayed as the information within the
a web-part within Project ―Phase1‖ sheet.
Server 2010 business case
infrastructure. Users can
simply capture cost and
benefit estimates for the
project through a familiar
interface. Summary cost and
benefit metrics are saved as
custom fields (in Project
Server 2010) and used to
assess the project in the next
phase.

Carol reviews the risk 12 In the left navigation panel,

evaluation data of the click Risk Evaluation.
project.

The Risk Evaluation form

shows how you can build a
survey in InfoPath Forms
Services and render the
resulting assessment within
the Project Server 2010
business case infrastructure.
Users complete the risk
assessment and save the
form. A risk score (0-1000)
and risk weight are saved as
custom fields in Project
Server 2010. The values can
be used to assess competing
project requests in the next
phase.

Having reviewed the request 13 In the Project tab, click Close.

Carol closes the project.
Select Checkpoint

In this stage, Carol analyzes the competing requests in the proposal to identify a project portfolio that best aligns with the organization’s business strategy
under varying cost and resource constraints. Using Project Server 2010 new portfolio selection and analytical capabilities Carol has the right tools to help
Contoso’s executive teams select the right things.

Talking Points Click Steps Screenshots

The business driver library in 14 In the left navigation panel,

Project Server 2010 allows click Driver Library.
capture and communicates
business drivers defined by
the Executive team.
The following information is 15 Under Driver Name column,
captured for each business click Expand into new
driver. markets and segments.

 Driver Name &

Description: By
capturing a name and
description for each
business driver, analysts
can better communicate
the intent of each driver
reducing ambiguity.
 Departments: The
flexibility of the solution
allows organizations to
have a single set of
business drivers across
the entire organization
or provides the freedom
to associate specific sets
of drivers to multiple
departments.
 Project Impact
Statements: Project
Impact Statements are
used to ensure the
objectivity of driver
assessment and clearly
communicate the
thresholds for each of
the impact ratings.
Project Impact
Statements are derived
from the key
performance indicators
(KPIs) used to measure
each business driver.
Close driver form. 16 In the Driver tab, click Close.

Project Server 2010 includes 17 In the left navigation panel,

a business driver click Driver Prioritization.
prioritization capability that
helps executives objectively
prioritize their business
drivers; utilizing a pair-wise
comparison technique.

Open the business driver 18 Under Name column, click

priorities for the CIO. CIO Prioritization.
As this analysis has already
been completed we first see
the business driver priorities
for the CIO. This normalized
score makes it easy to assess
the relative importance of
each business driver for the
upcoming planning period.
19 Under Driver Name column,
select the row Increase
market share in existing
markets.
In the Prioritization tab, click
Prioritize Drivers.

By clicking on the Prioritize

Drivers button in the Ribbon
we can step back in the
process to see how the
business drivers were
prioritized.
The new tabular user 20 Click the drop-down arrow
interface makes it easy to appearing in the cell is more
compare and contrast each important than.
business driver. The user
simply reads the table from
left to right and selects the
appropriate value from the
dropdown list.

After stepping through the

intuitive wizard to compare
all drivers, the system
derives the normalized
priority score for the
business drivers.
The business driver priorities 21 In the Prioritization tab, click
are used to help derive a Close.
strategic value score for
each project, based on the
Impact Assessment
undertaken in the business
case.

22 On the left navigation panel,

Carol can easily analyze the click Portfolio Analyses.
portfolio to identify the
optimal project portfolio
under varying cost and
resource constraints by
clicking on the Portfolio
Analyses link.

Note: Normally the analyst

would create a new analysis
by defining the appropriate
properties. To save time we
will launch a saved analysis.

By clicking Portfolio Analysis, 23 Click FY11 Portfolio

Carol is taken to a list of Analysis.
saved analysis (for example,
FY11 Portfolio Analysis).
Carol can intuitively select 24 Click the Prioritize Projects
the buttons in the Ribbon to in the Analysis tab.
walk through the best
practice portfolio selection
methodology.

By clicking on Prioritize
Projects, the Impact Matrix is
displayed. This matrix shows
how the competing projects
(on the rows) support the
business drivers (on the
columns) defined by the
executive team.

The Impact Assessments for

each project are pulled in
from the business case.
By clicking on Review 25 Click the Review Priorities in
Priorities, Project Server the Analysis tab.
2010 derives a strategic
value score for each of the
project requests.
Having prioritized the 26 Click the Analyze Cost in the
competing projects Carol Analysis tab.
can run cost constraint
analysis.

The Cost Constraint Analysis

view provides an intuitive
portal to help executives
identify the best mix of
projects under varying cost
constraints. This powerful
―what-if― analysis tool uses
sophisticated optimization
algorithms and embedded
best practices to help
executives quickly determine
the optimal project portfolio.

The solution first calculates a

baseline scenario based on
all projects being selected.
As you can see Contoso can
achieve 100 percent of the
value from the portfolio for
approximately $20 million.
This baseline scenario is 27 In the Metrics section of the
plotted on the Efficient page, click Efficient Frontier.
Frontier chart and used as a
benchmark to compare all
subsequent scenarios.
The Efficient Frontier and
Strategic Alignment charts
are two of the out-of-the-
box reports that provide
valuable insights.
Based on the total cost and 28 In the Metrics section of the
the strategic alignment of all page, click Strategic
projects included in this Alignment.
analysis, the Strategic
Alignment chart helps Carol
to compare the percentage
of budget (cost) to the
priority value of each
business drivers.
Carol can use the Strategic
Alignment chart to see if the
current investments align
with the overall business
strategy.

Like other companies, 29 Edit the Total Cost value from

Contoso has IT budget $19,684,000 to $12,684,000.
constraints. Carol reduces
the available budget to
approximately $12 million
and runs the optimization
analysis

Carol clicks the Recalculate 30 Click Recalculate in the

button, which enacts the Analysis tab.
optimization algorithm. The
algorithm maximizes the
value gained from the
portfolio under the cost
constraint employed while
considers inter-project
dependencies.
The intuitive view groups
selected and unselected
projects accordingly, so it is
easy to determine which are
included or excluded.

Carol would like to save this 31 Click the Save As button in

analysis so that she can later the Analysis tab.
refer to it and compare it
with other scenarios.

She names this scenario 32 For the Portfolio Selection

$12M. Scenario Name: type $12M
and then click OK.
Carol wants to see what 33 Edit the Total Cost value
would happen if she from $12,684,000 to
reduced the budget to $10,684,000.
approximately $10 million.
The analysis capabilities
allow her to easily model
different scenarios by further
refining the cost constraints.

This new analysis excludes 34 Click the Recalculate in the

more projects from scenario. Analysis tab.
Even though the budget has
been reduced to
approximately 50 percent of
the original, Contoso can still
derive approximately 79
percent of the benefits of
the original portfolio value.
Portfolio optimization
ensures that Contoso enacts
an optimized set of projects
that can return the
maximum value from a
minimum investment.

Carol saves this scenario. 35 Click the Save As in the

Analysis tab.
Carol names the scenario 36 For the Portfolio Selection
$10M. Scenario Name: type $10M
and then click OK.

Although the portfolio 37 For E-CRM Solution project,

optimization algorithm is select Auto under the Force
intended to maximize in/Out column.
company’s returns, the
Forced-in and Forced-out
features help Carol to
override the algorithm and
specify projects that should
be included or excluded in
the portfolio for compliance
or for other reasons.
Carol finds that one of
Contoso’s compliance
projects, E-CRM Solution,
was not selected during
portfolio optimization.

Carol forces the portfolio to 38 Click Compliance.

include the E-CRM Solution
project.

This marks the E-CRM 39 Click Recalculate in the

Solution project as selected. Analysis tab.

The Automated Software

Installation project and the
Software Development
Plan project have also been
selected though they have
very low priorities. This is
because there is a mutually
inclusive dependency
among these three projects.
If one project is forced in,
the others will also be
selected.
Note: You can review all
project dependencies by
returning to where the
existing Portfolio Analysis
are listed and then clicking
the Dependencies in the
Analysis tab.

Carol saves this scenario. 40 Click the Save As in the

Analysis tab.

Carol names the scenario 41 For the Portfolio Selection

$10M Force-In. Scenario Name: type $10M
Force-In and then click OK.
Carol can compare all three 42 Click the Compare in the
scenarios that she has Analysis tab.
created. She can see the
projects and the perceived
value of each project in each
scenario.

By clicking Compare, Carol 43 At the bottom of window,

opens another browser that click Close.
displays all saved scenarios,
making it easier to compare
and contrast the projects.
Carol can also see which
projects were included or
excluded and review key
metrics in each scenario (for
example, number of projects
selected, value, and cost).
Having analyzed the 44 Click Analyze Resources in
portfolio from a financial the Analysis tab.
perspective, Carol can now
assess the portfolio through
a resource lens. The
Resource Constraint analysis
ensures organizations can:
o Identify resource
surplus and deficits at
the skill level.
o Move projects within
the horizon to
maximize resource
utilization.
o Model headcount
scenarios.

The Resource Constraint

Analysis view shows the
projects selected in the Cost
Constraint Analysis in
priority order. The system
automatically determines
based on the priority score,
resource demand for each
project and overall resource
availability which projects
can be 100 percent
resourced. These projects
are displayed under the
Selected grouping.

Carol wants to analyze why 45 Click Requirement Details in

some of the projects have the Analysis tab.
not been selected.

She uses the Requirements

Details view to compare the
resource requirements with
overall resource availability.

Note: The top pane shows

resource availability by role
and the bottom pane shows
resource requirements by
project

Note: You can click the Hide 46 Click the Hide Metrics in the
Metrics button to fit the Analysis tab.
complete view of fiscal years
on the screen.

By enabling the Highlight 47 Select the Highlight Deficit

Deficit checkbox, Carol can checkbox.
quickly identify that based
on the current project
schedules there is a resource
shortfall in the first half of
the fiscal year. She can also
quickly determine that there
is capacity in the second half
of the year, suggesting that
Contoso could better utilize
available resources by
changing the start dates of
some of the impacted
projects.

Carol can further drill down 48 Scroll down the top half of
to understand which roles the view.
are over-allocated by
scrolling down the top pane
of the view. She sees that
there is a shortage in the
Legal team in September
and a shortage in the
Marketing team in
December.
She scrolls down further and
sees that the Testers are
unavailable in October and
November.
To analyze which projects 49 Collapse all selected projects.
are affected, she uses the
bottom pane to collapse all
selected projects and see the
projects that are unselected.

Carol notices that the New

Office Development project
needs 1.35 FTE from the
Legal team in September.
Remember the legal team
only had 0.77 FTE available
in this month.

Carol again can revert to the

top pane and see that there
are available resources from
the legal team in the second
half of the fiscal year.

By changing the projects

start date to later in the year,
Carol can better utilize
available resources.

50 Click the Gantt chart in the

Analysis tab.
Carol changes the start date
from July 2010 to Dec 2011.
This new information does
not overwrite the original
data.
51 In the New Office
Development row, change
the start date under the New
Start column to Jan 2011 and
then select any other cell.

After recalculating, the New 52 Click Recalculate in the

Office Development project Analysis tab.
is selected.

Carol can complete this

exercise to see if additional
projects can be selected by
delaying the start dates.
Next Carol can run 53 Click Hide Metrics in the
headcount analysis. Hiring Analysis tab.
additional resources is
another way to ensure a
project can be fully
resourced and selected in
the analysis.

Carol types 2 in the Hire 54 In the Hire Resources row,

Resources row and clicks type 2.
the Recalculate button.
With two additional 55 Click Recalculate in the
resources, Carol notices that Analysis tab.
two additional projects are
selected, increasing the
portfolio value to 73
percent.
She can now use the Hired
Resources Report to
understand which resources
need to be hired and the
potential cost of using them.
This view shows that one
Tester and one resource
from Marketing need to be
hired at a cost of
approximately $260,000 for
the entire fiscal year.
56 In the Analysis tab, click the
Reports drop-down button,
and then click Hired
Resources Report.

Note: Similar to saving the 57 Click the Close button.

Cost Constraint Analysis,
Carol can save scenarios and
compare side by side.
Having run both, the Cost
Constraint and Resource
Constraint Analysis, the
Portfolio Analyst can
Commit the selected
projects. This action moves
the selected projects to the
next step in the workflow.
58 Click the Project Web App
link on the Browse Ribbon
tab to return the PWA
homepage.
Plan

Projects often include globally dispersed teams and require a diverse set of skills. Project Managers can significantly increase the chance of successfully
completing the initiative and realizing the ROI by finding the right people with availability for each project. Project Managers must be able to effectively
mine the resource pool to find potential candidates and then quickly see if they have availability to join the team.

At this stage, the project manager (Jan Kotas) is assigned and is responsible for building the project team, finalizing the schedule, completing a secondary
cost assessment and baselining the project plan.

Talking Points Click Steps Screenshots

Jan Kotas logs into the 1 Click the sign-in menu on
system. the right hand side in the
black bar
2 Select Sign in as a Different
User
3 User name: JanK
4 Password: pass@word1
5 Domain: Contoso

Make sure Jan Kotas shows up in

the menu heading to indicate
the currently logged-on user
 Talking Points Click Steps Screenshots
Jan opens Project Center to 6 In the left navigation panel,
see all projects he has click Project Center.
accessed to.

By default, the Project Center 7 Ensure the view is the Plan

view for Jan is set to the and Manage phase.
Plan and Manage phase.
 Talking Points Click Steps Screenshots
Jan clicks the Project 8 Select the row containing
System Upgrade project. Payroll System Upgrade
project in the Plan phase.

Having recently been 9 Under the Projects tab,

assigned as the Project click Build Team.
Manager for the project, he
is responsible for building
the team and finalizing the
project schedule. This
includes substituting generic
resources (already assigned
during the business case
development) with available
named resources.

Note: In this demonstration,

we have already substituted
all generics except for the
 Talking Points Click Steps Screenshots
analyst.

The Build Team view lists all
the Project Center resources
on the left and all the
resources assigned to the
project on the right.
10 Select the Analyst check
box on the generic resource
list on the right hand side.

Jan selects the Analyst check

box to assign an analyst.

Jan clicks Match, which 11 Click Match.

filters resources with the
Analyst skill from the
Resource Pool.

To find an available Analyst, 12 Select the check boxes for

Jan selects a number of the following names:
resources with the Analyst
skill from the resource pool. Ben Spain
Hatim Aiad
TiAnna Jones

The Resource Availability 13 Click Resource Availability

view helps Jan to find the in the Team tab.
right resource with
availability to work on his
project.

He sees a graph showing

availability of the selected
 Talking Points Click Steps Screenshots
Analysts for a given duration.

Jan then applies the 14 From the View drop-down

Remaining Availability view list, click Remaining
so that he can see which Availability.
Analysts are available during
the selected time period.
The graph displays that Ben
Spain is busy, but Hatim and
TiAnna are available. Jan
decides to use Hatim on the
project.
 Talking Points Click Steps Screenshots
Jan decides to use Hatim on 15 Close the browser window
the project, closes the with Remaining Availability
browser, and returns to the chart.
Build Team view.

16 In the Build Team view, clear

all check boxes except for
the check box for Hatim
Aiad.

Jan replaces the generic role 17 Click Replace.

of Analyst with Hatim Aiad.
 Talking Points Click Steps Screenshots
By clicking Save & Close, 18 Click Save & Close.
Jan saves his changes to
Project Server and returns to
the Project Center view.

Now that he has created the 19 Click Payroll System

project team, Jan wants to Upgrade.
look at the project schedule.
He clicks the Payroll System
Upgrade project, which
takes him to the Workflow
Status page for this project.

The Workflow Status page 20 Click again to Payroll

shows that the project is in System Upgrade on the left
the Plan stage. In this stage, if necessary to display the
there are four PDPs available Project status Page.
and the workflow is waiting
for input to proceed to next
stage.
 Talking Points Click Steps Screenshots

Jan can build and edit 21 In the left navigation panel,

project schedules using click Schedule.
either a Web browser or
Project Professional. By
clicking Schedule, Jan goes
to the Schedule PDP of the
project, which displays the
Project plan on the Web.

By clicking Edit Project, Jan 22 In the Projects tab, click Edit

checks out the project for Project.
editing.
 Talking Points Click Steps Screenshots
The edited tasks are 23 Change the schedule of
highlighted in blue. some tasks.

Jan wants to insert a task 24 Under Scope, click Define

between Secure project preliminary resources.
sponsorship and Define
preliminary resources. He
clicks Define preliminary
resources task.

Jan clicks the Insert button 25 In the Task tab, click Insert.
in the Task tab to add a new
task.
 Talking Points Click Steps Screenshots
He names the new task 26 Add the new task with name
Check resource availability. Check resource availability
with duration of 1d.

Jan links the new task with 27 Click both Check resource
the Define preliminary availability and Define
resources task. preliminary resources.

He clicks the link button 28 In the Editing menu in the

( ) in the Editing menu. Task tab, click the

icon.

After making these changes, 29 Click Calculate in the Task

Jan wants to recalculate the tab.
project end date. He clicks
the Calculate button.
Jan sees immediate changes
to dates when duration
values are changed.

The Web-based project

editing capabilities also
 Talking Points Click Steps Screenshots
include change highlighting
and multi-level undo.

Jan saves the changes. 30 Click Save in the Task tab.

Jan commits his changes to 31 Click Publish in the Task

Project Server. tab.

The Online Editing feature 32 Click Close in the Project

has enabled Jan to make tab.
simple changes to common
task fields and to see the
impact of these changes
without opening the
schedule in Project
Professional. Jan can edit the
project from almost any
location.
In this way, Project Server
2010 empowers the mobile
workforce by enabling Web-
based project scheduling.
 Talking Points Click Steps Screenshots
Because Jan has finished this 33 Click Yes.
section of the project he
checks in the project.

By checking in the project, 34 Select the row containing

Jan returns to Project Center. Payroll System Upgrade in
Project Center.
 Talking Points Click Steps Screenshots
Jan also needs to perform 35 In the Projects tab, click
more difficult actions, such Open.
as resolving resource over-
allocation, saving baseline,
and so forth.
Jan opens the project in
Project Professional.

By clicking In Project 36 Click In Project Professional

Professional for Editing, for Editing.
Jan opens the Project Plan in
Project Professional 2010.

Please note – this action will open Project Professional 2010 and logon to Project Server 2010 with credentials of the user who is currently logged-on to Winodws
(CONTOSO\administrator), not the Project Web App 2010 in Internet Explorer (CONTOSO\JanK). This is fine for this demo.

This may take few seconds, please be patient.

 Talking Points Click Steps Screenshots
Project Professional 2010
launches and open the
desired project

Jan views the Project Plan. 37 In the Ribbon, click the

View tab.

The new Team Planner in 38 Click Team Planner.

Project Professional 2010
provides a graphical view
that helps Jan more
effectively manage resource
assignments.
 Talking Points Click Steps Screenshots

Jan can use this view to 39 Click the Secure Project

visually manage resource Sponsorship task in the
assignments. Unassigned Tasks section.
The bottom panel of the
window shows all tasks that
are scheduled but have not
yet assigned.

The bottom left shows

unassigned unscheduled
tasks

The section to the right of

the resource names shows
assigned but unscheduled
tasks.
 Talking Points Click Steps Screenshots
Users can simply drag and
drop tasks within these
sections as required

Jan clicks the Secure Project

Sponsorship task in the
bottom section of the
screen.

The Team Planner makes it 40 Drag Secure Project

easy to manage task and
resource allocation. Tasks
which cause an over
allocation of a resource are
highlighted in red. Tasks can
simply be dragged and
dropped to other resources
to resolve the situation.
Sponsorship to the top-
right quadrant of the view.
(Drag Secure Project
Sponsorship to a resource
that is not overloaded,
making sure to align to the
task’s original place in the
schedule.)

Jan finds an available

resource and drags the
Secure Project Sponsorship
task to the appropriate place
in the schedule.

Jan leaves the Team Planner 41 In the Ribbon, click the

view and goes to the Gantt View tab and then click
Chart view of the project. Gantt Chart.
In the Gantt Chart view, he
reviews the effects of his
changes.

Jan wants to view a simple 42 On the Ribbon View tab –

Timeline for the project. select Timeline.

Chart opens the Timeline

view at the top of the project
plan. This provides an easier
 Talking Points Click Steps Screenshots
way to share project
schedules.

Note: Tasks have already

been pre-selected for this
timeline view.

Jan quickly reviews the key

phases and milestones
through simple timeline
view.

Selecting the Timeline view 43 Select the Timeline view so

automatically selects the the purple ―timeline
Format tab in the Ribbon. Tools‖ contextual Ribbon
The Format tab contains tab appears
features to help Jan edit the
Timeline view.
Using the Format options in
the Fluent user interface, Jan
can quickly customize the
Timeline by changing the bar
colors or re-arranging tasks
as callouts.
He can also copy the graphic
and paste into Microsoft
®
Office Outlook , Microsoft
®
Office PowerPoint , and
other Microsoft Office tools.

Jan wants to communicate 44 In the Format tab, click

the project timeline to his Copy Timeline.
team.
 Talking Points Click Steps Screenshots
Jan clicks For Presentation 45 Click For Presentation.
to copy the timeline.

Jan opens his existing 46 From the

presentation, which he is C:\Project1010DemoData
creating for the project kick- folder, open the Payroll
off meeting. System Upgrade-Project
Kick Off file.
Talking Points Click Steps Screenshots
 Talking Points Click Steps Screenshots
The Payroll System Upgrade- 47 Scroll to slide 6.
Project Kick Off presentation
includes details such as
Overview, Requirements,
Milestones, Team Allocation,
and Risks.
Jan can insert the Timeline
view copied from Project
Professional into the
Milestone slide of the
presentation.
 Talking Points
Jan pastes the copied
Timeline view from Project
2010 Professional into the
PowerPoint presentation.
Click Steps Screenshots
48 Right-click the slide and
then click Paste Options.
49 Click the paste option on
the left.

By copying from Project 50 In the File menu, click Save.

2010 Professional and 51 Close PowerPoint.
pasting to PowerPoint, Jan
can create, customize, and
share the powerful Timeline
view with team members
and key stakeholders.
 Talking Points Click Steps Screenshots
Because Jan has completed 52 Return to the Project 2010
initial project planning, he Professional window.
returns to Project 2010
Professional, which has the
Payroll System Upgrade
project plan opened.

Jan wants to baseline his 53 In the Ribbon, click the

project. Project tab.

54 In the Ribbon, click the Set

Baseline drop-down list
and then click Set Baseline.
 Talking Points Click Steps Screenshots
Jan uses the Baseline 1 field 55 In the Set Baseline drop-
to save the current status of down list, click Baseline 1
the project plan. Because (last saved on Wed
Baseline 1 has been 12/16/09).
previously saved, he
overwrites it with his new
changes.

For a given project, a project

manager can save 11
different baselines. These
baseline values can then be
used to quickly compare and
contrast budgeted values to
actual values and to forecast
values. These comparisons
can help project managers to
measure project progress.

56 Click OK.

Jan confirms that he wants 57 Click Yes.

to overwrite Baseline 1.
 Talking Points Click Steps Screenshots
He opens the Backstage 58 Click File.
menu.

Jan saves the changes to the 59 Click Save.

project plan.

When the save is completed, 60 Click Publish.

the message ―Save
completed successfully‖
appears at the bottom of the
Project 2010 Professional
window.
Jan now commits his
changes to Project Server
using the Publish function.

When the publishing is 61 Once the project is

complete, the message successfully published,
―Publish completed click Close.
successfully‖ appears at the
bottom strip of Project
Professional window.
He then closes the Project
Plan.

Because Jan is done with the 62 Click Yes to check in the

project plan, he checks it in. project.
 Talking Points Click Steps Screenshots
After saving all changes, Jan 63 From the File menu, click
closes the Project Exit.
Professional.

Clicking Exit returns Jan to

the Project Center.

Jan can use the out-of-the- 64 In the left navigation

box Status Reports feature to panel, under Resources,
create and request status click Status Reports.
reports from the resources in
his team.
 Talking Points Click Steps Screenshots
Jan goes to the Status 65 Under the Requests
Reports page, which has two section, click New and then
sections—Request and click New Request.
Response.
The Request option allows
Jan to create custom status
reports to collect and
combine progress updates
from his team members.

By clicking New Status, Jan 66 Under * Title, change the

opens the new status report
page, with which Jan can
request his team members
to send the status report.
Jan edits the report title.
text from New Status
Report to Status Report for
Payroll System Upgrade
project

Jan can also define the 67 In the Frequency section,

recurrence of the status select the check box for
report (for example, weekly, Monday.
monthly, yearly), select the
resources, and define the
sections (for example, Major
Accomplishments, Objectives
for Next Period, Hot Issues)
that need to be completed in
the report.
Jan specifies that the report
is due on Monday.

Because the Payroll System 68 In the Start Date section,

Upgrade project starts in set today’s date.
March, Jan specifies the start
date as 3/82010.
 Talking Points
Because Jan had earlier
picked Hatim Aiad as the
Analyst, he selects Hatim
Aiad from the available
resources. Jan can now
receive reports from Hatim.
Click Steps Screenshots
69 In the Resources section,
click Hatim Aiad from the
list of available resources
and then click Add >.

After configuring the report, 70 Click Send.

Jan sends the report.
Using status reporting tools,
Jan can regularly update
sponsors and executive
leadership.
When Jan clicks Send, he
returns to the Status Reports
page, which lists the report
he recently created in the
Request section.

Jan returns to the Project 71 In the left navigation

Center. panel, click Project Center.

Jan goes to the Payroll 72 Click the Payroll System

System Upgrade project. Upgrade link in the Plan
phase.
 Talking Points
To successfully complete the
plan phase Jan also has to
complete a secondary cost
and benefit assessment
Click Steps Screenshots
73 Click on Cost and Benefit in
the left navigation panel.

Note: In this demo, the Cost

and Benefit information is
pre-filled for all projects of
the Plan and Manage phase.
Therefore, you can skip this
step (Steps 104 – 107).
If you want to edit and save
the data, you will be unable
to perform further steps in
this phase for approximately
10 to 12 minutes.

Jan uses the Phase 2 page to 74 Click the Phase 2 page at

fill in the new Cost and the bottom of Excel sheet.
Benefit information.

The Excel WAC template 75 Edit the Cost and Benefit

shows the original cost and data in the sheet.
benefit estimates entered
during the business case. Jan
can now update these
assessments in the Phase 2
section.
 Talking Points Click Steps Screenshots

To save the updated values 76 Click Save in the Project

to Project Server database, tab.
Jan clicks the Save button in
the Project tab.

Because Jan has performed 77 In the left navigation

all tasks required in the Plan panel, click Plan
phase, he opens the Plan Checkpoint.
Checkpoint PDP.
The Plan Checkpoint PDP
lists all tasks that were
required to be completed
the Plan phase.
 Talking Points Click Steps Screenshots
Jan goes to a Plan
Checkpoint form.

This checkpoint has all fields 78 Click Edit in the Project tab.
marked as mandatory.
The governance feature of
Project Server 2010 allows
you to specify required fields
to be completed at the time
of workflow configuration.
When Jan clicks Edit, all the
controls in the form are
enabled.

The form asks the following

questions: 79 Click the button in
the Plan_Generics Replaces
o Plan_Generics Replaced section and then select
o Plan_Schedule Updated Yes.
o Plan_Finalized Cost
o Plan_Project Baselined
 Talking Points Click Steps Screenshots
Because Jan has performed
all tasks, he selects Yes for 80 Click the button in
every question. the Plan_Schedule Updated
section and then select
Yes.

81 Click the button in

the Plan_Finalized Cost
section and then select
Yes.

82 Click the button in

the Plan_Project Baselined
section and then select
Yes.

Jan saves his changes to the 83 Click Save in the Project

project. tab.
This sets the Plan Checkpoint
deliverable stage as
Completed.

After saving the changes, Jan 84 Click Submit in the Project

submits the project to move tab.
the project to next stage.
 Talking Points Click Steps Screenshots
Jan confirms that he wants 85 Click OK.
to submit the Payroll System
Upgrade.
When he completes the Plan
stage, the workflow performs
the necessary data
validations to ensure all
required fields have been
sufficiently completed before
submitting the project for
approval.
Because all the required
fields are completed, the
workflow moves the project
to Plan Checkpoint and
creates an approval task for
Carol to review that Plan
phase.

Submitting the project 86 Click Close, in the Project

returns Jan to the Workflow tab.
Status page, which now
displays the selected Plan
Checkpoint stage.
He closes to check in the
project.

He clicks Yes to confirm that 87 Click Yes.

he wants to check in the
project.
Talking Points Click Steps Screenshots
88 Click the Project Web App
link on the Browse Ribbon
tab to return the PWA
homepage.
Plan Checkpoint

In the Plan Checkpoint stage, Carol, the PMO, reviews the changes made by Jan in the Plan phase. At this stage she could also re-run the portfolio analysis
to double check all projects selected still deliver the optimal return. We will not re-visit portfolio optimization at this stage of the demo.

Talking Points Click Steps Screenshots

Carol Troup logs into the
system.
1 Click the sign-in menu on the
right hand side in the black
bar
2 Select Sign in as a Different
User
3 User name: CarolT
4 Password: pass@word1
Domain: Contoso

Make sure Carol Troup

shows up in the menu
heading to indicate the
currently logged-on user

Because Jan submitted the 1 In the left navigation panel,

project for approval, an click Workflow Approvals.
approval task for Carol is
created.
Carol goes to the Workflow
Approval task list to review
tasks awaiting her approval.
In the Workflow Approval
task list, she finds a new
approval task assigned to
her for the project Payroll
 Talking Points Click Steps Screenshots
System Upgrade.

She scrolls down to the 2 Click the arrow on the task.

Payroll System Upgrade
project.

Carol wants to edit the 3 Click Edit Item.

approval task.
 Talking Points Click Steps Screenshots
By clicking Edit Item, Carol 4 Click the Review project
opens the task detail details link.
window with Approve and
Reject options.

This takes Carol to the

Workflow Status page of the
Payroll System Upgrade
project.
This page shows that the
project is in the Plan
Checkpoint stage and is
waiting for an approval. She
can click on each of the
PDPs and review the
information.
 Talking Points Click Steps Screenshots

Closing the browser returns 5 Close the top browser

Carol to the approval task. window to return to
She enters her comments approvals
and approves the task. 6 Enter comments.
7 Click the Approve button.
 Talking Points Click Steps Screenshots

8 Click the Project Web App

link on the top of the left
navigation panel.

Manage

Microsoft Project Server 2010 provides Contoso with the flexibility it needs to streamline processes, automate task management, centrally report time, and
increase the accuracy of project forecasting. The enhanced capabilities to report time in Project Server 2010 provide a new Single Entry mode to unify time
and task status updates, improve user experience, and centralize approvals.

In the manage stage:

 Hatim Aiad, the Business Analyst, uses time reporting systems to capture work and non-working time for payroll, invoicing, and other business
purposes and to send task updates to Jan, the Project Manager
 Jan uses the intuitive user interface to approve task updates and updates to project plan, and uses various out-of-the-box collaboration
mechanisms to keep the team and the management up to date on the project progress
 Carol, the PMO director, uses the Business Intelligence and other reporting capabilities to gain insight, visibility, and control across all
departments and projects

Talking Points Click Steps Screenshots

 Talking Points
Hatim logs in to the system.
Click Steps Screenshots
1 Click the sign-in menu on the
right hand side in the black
bar
2 Select Sign in as a Different
User
3 User name: HatimA
4 Password: pass@word1
5 Domain: Contoso

6 Make sure Hatim Aiad shows

up in the menu heading to
indicate the currently logged-
on user

Project Server 2010 7 In the left navigation panel,

Timesheet capabilities allow click Timesheet.
users to report time against
billable (project) tasks and
also against non-billable
(administrative) tasks such as
vacation or jury duty.
To complete his timesheet
for that timesheet period
(3/14/2010 to 3/20/2010),
Hatim clicks the Timesheet
link.

In this demo, Hatim submits 8 Under Period tab, click Select

his timesheet for the period Period and click OK
3/14/2010 to 3/20/2010 (at
the writing this script, these
dates are in the future).
 Talking Points Click Steps Screenshots
The Select Period allow
Hatim to select past, current,
and future timesheets.

Hatim opens the timesheet 9 You can uncheck the

for the time period Planned work row in the
(3/7/2010 – 3/13/2010). Timesheet Ribbon to hide the
planned work for tasks and
To increase flexibility and administrative time
precision when entering 10 Minimize the left hand size
data, the Project Server 2010 menu to optimize the
timesheet combines project timesheet grid size by clicking
and administrative time into on the following button:
one seamless view.
To avoid duplicate data, the
Project Server 2010
timesheet also shows the 11 Enter 8hours for March 15, 16
time that Hatim entered and 17th for the task
while he was reporting a Conduct needs analysis for
task update during the same project General Ledger (GL)
period. currency update.
Note: Contoso has a
predefined fiscal calendar,
timesheet periods, and
categories for administrative
working and non-working
times. These categories are
configurable and the Project
Server administrator can
create and edit them.
 Talking Points Click Steps Screenshots

The Single Entry Mode of

timesheet reporting unifies
status updates against tasks
and data entered in the
timesheets by displaying
them together.

Because Hatim worked only 12 In the Vacation row, type 8h

part of the week, he reports in the Thu 3/18 and Fri 3/19
the non-working hours columns.
against the vacation
category.

Hatim completes his 13 In the Ribbon, click Send

timesheet and submits it for Timesheet.
approval.
 Talking Points Click Steps Screenshots
14 In the Comment box, type
Worked on the Conduct Needs
Analysis task + 2 vacation days

With a minimum of 15 Click OK.

keystrokes or on-screen
clicking, the Timesheet and
Task reporting capabilities of
Project Server 2010 can help
Hatim to quickly find his
assignments, update key
data in place, save
timesheets in process, and
submit assignments
individually or in bulk.

Jan assigned some status 16 In the left navigation panel,

reports to Hatim. click Status Reports.
Hatim clicks the Status
Reports link to review and
submit a report.

Hatim sees a request from

Jan for a status report.

Hatim opens the status 17 In the Response section, click

report. Status report for Payroll
System Upgrade.
 Talking Points Click Steps Screenshots
18 Under Major
Accomplishments, type
Created Needs Analysis
Document.

Clicking Send submits the 19 Click Send.

status report to Jan for
approval.

20 Click the Project Web App

link on the top of the left
navigation panel.

Jan Kotas logs into the Click the sign-in menu on the
system. right hand side in the black
bar
Select Sign in as a Different
User
User name: JanK
Password: pass@word1
Domain: Contoso

Make sure Jan Kotas shows

up in the menu heading to
indicate the currently logged-
on user
 Talking Points Click Steps Screenshots
Clicking 8 task updates 21 Under Approvals, select
from resources takes Jan to Timesheet
the Project Center Approval
Center.

Project Server 2010 provides

a dedicated Approval Center
to simplify the processes of
reviewing task, timesheet
and status updates

The Approval Center uses 22 In the Approvals tab, click

the same intuitive User Accept.
Interface as the Timesheet
and Task views, with
commands to group, sort,
and filter tasks to help users
personalize and streamline
their approval activities.
 Talking Points
Jan enters his comments and
accepts the updates.
This approves Hatim’s task
updates.
Jan now wants to go to
project details using Project
workspace.
Click Steps Screenshots
23 In the comment box, type
24 The task updates are in
alignment with the project
plan.
25 Click OK.
26 In the left navigation panel,
click Project Center.
 Talking Points Click Steps Screenshots

This takes Jan to the Project 27 Scroll down and select

Center Plan and Manage Payroll System Upgrade
Phase view. project under the Manage
phase.
 Talking Points
The project workspace is a
central location for all
project-related information
and convenient tools for the
team to collaborate and
share.
This custom project
workspace includes three
pages:
Click Steps Screenshots
28 Click Project Site in the
Projects tab.
29 Make sure you are signed in
as Jan Kotas. If not please
choose Sign in as different
User and enter Jan’s
credentials.

o Initiation
This page provides an
overview of the project
and its financial
information.
o Execution
This page includes all
out-of-the-box Web
Parts that help in
project execution.
o Reports
This page contains all
project-related reports.

The Execution page displays 30 Click the Execution tab.

the project details Web Part,
which shows the project plan
at a glance.

The execution page includes

following information:

o Project Details. This

Web Part displays the
Project plan with
 Talking Points Click Steps Screenshots
Gantt Chart.
o Issues & Risks.
Project Server 2010
provides a central
location for effective
identification and
management of issues
and risks. It promotes
the use of standard
processes for
definition, impact
assessment,
escalation, and
resolution.
o Team Discussions.
Discussions enable
team members to
openly communicate
and debate topics
within the Project Site.
 Talking Points Click Steps Screenshots
The workspace also displays 31 Scroll down.
the Project Blog Out of Box
Web Part, which lists all of
Jan’s blogs.

Jan uses blogs to provide

frequent updates on project
activities, such as recurring
status reports and key
announcements.

32 Close the Internet Explorer

This returns Jan to Project
Web App.
windows showing the Project
Workspace for Payroll
system Upgrade
33 In the left navigation panel,
click Status Reports.

After approving the task

updates, Jan opens Status
Reports to see if Hatim has
responded.
 Talking Points Click Steps Screenshots
Jan opens the status report. 34 Under Requests, click Status
report for Payroll System
Upgrade.

Jan finds one response from 35 Select the row Hatim Aiad.
Hatim Aiad.

He opens the report to view 36 Click Open.

the details.
 Talking Points Click Steps Screenshots
By clicking Open, Jan can
view the complete status
report that Hatim submitted
earlier.

37 Click the Project Web App

link on the top of the left
navigation panel.
 Talking Points Click Steps Screenshots
Carol Troup logs into the 5 Click the sign-in menu on the
system. right hand side in the black
bar
6 Select Sign in as a Different
User
7 User name: CarolT
8 Password: pass@word1
Domain: Contoso

9 Make sure Carol Troup

shows up in the menu
heading to indicate the
currently logged-on user
 Talking Points Click Steps Screenshots
The PWA home page
provides a personalized view
displaying information such
as the number of new task
assignments, number of
pending approvals, and
number of pending
timesheets, etc.

38 In the left navigation panel,

click Business.
 Talking Points Click Steps Screenshots
The Business Intelligence 39 Mouse over the different
center allows the Section of the Business
organization to gain visibility Intelligence Center
of the organizational
performance including
analytics and report
generation based on the
information maintained
within Project Server 2010.

Depending on the
requirements it is possible to
Monitor Performance based
on KPI’s, build and share
reports with the rest of the
organization or even create
Dashboards directly.

In order to gain a high-level 40 Within the quick launch bar

view, it is important to see a on the left follow the
consolidated KPI view for the Corporate Dashboard link
entire organization.

If the Corporate Dashboard comes-up but it does not show any reports – patience, please. For the first time the virtual image is started it takes more
time for all the services to fully “warm-up”. Please observe activity of your hard-drive. If it’s idle for some time, please refresh the page.
 Talking Points Click Steps Screenshots
We have the ability to filter 41 Open the Department filter,
all reports for specific select all department by
department only. As the clicking Select visible and
system remembered Carols press Apply
previous research on Finance
department, let’s set the
filter to include the entire
organization.

The Corporate Dashboard

will be displayed showing
high-level PKI summary for
all departments.
Notice the KPIs for the IT
department.
 Talking Points Click Steps Screenshots
By utilizing Project Server’s 42 On the Corporate Dashboard
2010 dedicated Reporting click Summary Dashboard
Database and the out of the page
box Multidimensional OLAP
cubes, it is very easy for
business users to view and
analyze organizational
performance and still be
able to drill down to every
little detail.
The information gathered at
this level will allow
executives and senior
managers to make the most
appropriate decision for the
organization based on
objective, high quality data
maintained by its staff.

43 Navigate to the Dashboard

filters Time and Departments
and select the drop down
dialog windows
 Talking Points
Giving executives and senior
managers the ability to drill
down into more granular
data enables great decision
making capabilities.
By selecting individual
departments, it is possible to
discover the performance
per department. The users
will see that all Graphs
change appropriately.
Click Steps Screenshots
44 Within the Time filter, drill
down to the month, de-select
the month April – Dec, so that
you only have Jan, Feb and
March 2010 selected.
The data in the graphs will
change and display the data
for only these 3 month
45 Select the department filter
and only select IT. The data
will change appropriately.
 Talking Points
All dashboards are
interactive and are built
dynamically based on a
user’s requirements.
Additionally each chart can
be interrogated separately
of other graphs.
Click Steps Screenshots
46 Within the Forecasted Cost
chart right click the January
Bar
47 Select Drill down to >
Project Health_Project.
48 This will show the cost
breakdown of all projects in
January grouped by the
health of each project.

Departmental information
can be drilled down to.

In this example the viewer is

able to see the cost forecast
per month for the IT
department grouped by the
project health of all projects
managed within IT
 Talking Points
The Dashboard can consist
of all information required to
interrogate the performance
of an organization.
Click Steps Screenshots
49 Navigate to the Project
Status page found at the top
of the Corporate Dashboard

By navigating to Project This report is rendered from the

Status dashboard page you latest data in the Reporting
can see details for all Database using SQL Server
projects within selected Reporting Services.
department – please note
that the department filter
has been remembered and
is shared for the whole
dashboard.

Dashboards can be exported 50 Navigate to the export icon

to different formats like and select the Excel format
Microsoft Excel, allowing
distributing as appropriate
and up-to-date data to any
key stakeholder.
 Talking Points
The project reports allow
users to drill down to project
specific information like the
current Project Status Report
Click Steps Screenshots
51 System will prompt you to
Open or Save the Excel
spreadsheet.
52 Select Open. Microsoft
Office Excel 2010 will open
up displaying the dashboard
Please note it may take some time for
Excel to open for the very first time in
your demo image.
53 Close Microsoft Office Excel
2010 and return back to the
dashboard
54 Select the IT project
―International Financial
Transaction System
Upgrade‖ to drill down for
more information
 Talking Points
The status report can also be
exported into different
formats like Microsoft Office
Word for example
The Status report is now
available in a Word format
for distribution to your
customers or partners.
Depending on the
organizational requirements
any information set
maintained in Project Server
can be viewed. Another
Click Steps Screenshots
55 Export the Status Report into
the Word format.
56 The system will ask you to
open or save the document.
Select Open – Microsoft
Office Word 2010 will open
57 Close Microsoft Office Word
2010 and return back to the
dashboard
58 Select the Timesheet
Dashboard page
 Talking Points Click Steps Screenshots
example is the Timesheet
compliance which often is a
report of a big importance.

Timesheet compliance data 59 Select the Time filter and

can also be filtered by time show that a timesheet can be
filtered down to the week.
Leave all the time elements
selected

The timesheet manager can

now view how many
timesheets have been
approved, are pending,
rejected etc.
 Talking Points
A timesheet manager can
even interrogate individual
timesheets from resources
Click Steps Screenshots
60 You can filter data displayed
in the Timesheet
Reconciliation List that is
built using Microsoft Excel
Services.
61 Select the Row Label Filter
and select Timesheet
Resource List Level 2 >
Filter…
62 The Filter dialog window
opens and you can now select
a couple of resources where
the timesheet is still in
progress.
 Talking Points Click Steps Screenshots
The Timesheet manager can 63 Select Paul Shakespear for
now contact the individual example
resource to ensure that all
timesheets have been
submitted and much more

All information maintained 64 Navigate back to the

in Microsoft Project Server Corporate Dashboard for the
can easily be reported final conclusion.
against leveraging the
power of Business
Intelligence platform of
SharePoint Server 2010.

In order to satisfy the

requirements, it is most
important to engage in a
detailed analysis of the
business requirements to
build the most applicable
dashboard and report for
organizations.

Thank you for taking your time to walk-through this script! For your convinience we include popular Project 2010 resources into the next
section of this document to help you answer questions you may have.

Thank you again – your Microsoft Project 2010 team!

Appendix — Project 2010 Resources

Product information and trial download

 http://www.microsoft.com/project
 Project Team Blog http://blogs.msdn.com/project

Interactive content - Videos & Sessions & Webcasts

 http://www.microsoft.com/showcase/en/US/channels/microsoftproject
 http://www.microsoft.com/events/series/epm.aspx

IT Professional related

 TechCenter @ TechNet http://technet.microsoft.com/ProjectServer

 Admin Blog http://blogs.technet.com/projectadministration

Developer related

 Developer center @ MSDN http://msdn.microsoft.com/Project

 Programmability blog http://blogs.msdn.com/project_programmability

Additional questions? Project 2010 Forums!

 http://social.msdn.microsoft.com/Forums/en-US/category/projectserver2010,projectprofessional2010

SharePoint 2010

 http://sharepoint.microsoft.com
Appendix — Known Issues
Section
Installer / General
Business Intelligence /
General
Business Case Development
Business Case Development
(steps listed in Appendix A)
Issue
Error 503: service Unavailable
shows after installation is finished
The Corporate Dashboard comes-
up but it does not show any
reports.
Excel Sheet Behavior - The
Cost/Benefit Excel worksheet may
initially display incorrectly.
Excel Sheet Behavior - When
clicking a cell for editing, the
incorrect cell may be outlined.
Workaround
Please close all Internet Explorer Windows and run the ―Warm-up‖ script from the
desktop. Wait until the Warm-up has finished. Open Internet Explorer to start the
demo.
Patience. For the first time the image is booted or the pack is installed it takes more
time for all the services to fully ―warm-up‖. Please observe activity of your hard-drive.
If it’s idle for some time, please refresh the page.
Manually move the horizontal and vertical scrollbars to position the sheet correctly.
The value will be inserted into the selected cell.