Project Management 2.0 Innovation or Hype?

1. Project Management 2.0Innovation or Hype? Project Management Institute Southwestern Ontario Spring Symposium May 7, 2010 Bill Neaves, M.Eng., PMP DMA Systems Inc. www.dmasystems.ca bneaves@dmasystems.ca

2. What to Expect • Project Communication Failure: The root of all Evil • Project Failure and Communication Failure • Core Communication Concepts • Transactions vs. Collaboration • What is Web 2.0, anyway? • What’s wrong with what we have already? • Why is this interesting to project managers? • Some examples • SharePoint, One Hub, Basecamp, Entry.com • Implementation considerations • Hosting, cost • Security and other management issues

3. Project Communication: Why Projects Fail • Missed deadlines not communicated • Team members not talking • Requirements not communicated clearly • Decision-makers not receiving information they need Root Causes Interpreted

4. Why? Managing Complexity • Communication is always a 1:1 exchange • Links = (No. of People) x (No. of People - 1)/2 • 10 people = 10(10-1)/2 = 45 links • 1 message to 10 people = 45 chances for miscommunication

5. Project Communication: Back to Basics The Problem: • Greatest threat to the success of any project is a failure to communicate. • Biggest PM’s job is communicating, but communication of often neglected in project planning & methodology Solution: Effective Project Communication (4 Elements)

6. Who, What & When: Project Communication Cycle Authorizes We do… Assigns Work Issues, Escalations StatusReports Sponsor Initiates Progress Updates Issues Time Sheets Team I want… Project Manager Request Changes Deliverables Transactions Collaboration Customer Structured ???

7. Everyone is talking about it all the time. Everyone thinks everyone else is doing it. Those who are doing it are: doing it poorly sure it will be better next time not practicing it safely Everyone is bragging about their successes all the time, although few have truly experienced success. Done right, it multiplies. Collaboration is Like Teenage Sex Because…

8. Collaboration: Done Right Good collaboration means that project participants: • Communicated well • Debated openly • Worked together to achieve objectives that everyone understood

9. Technology: Project Information System Support and facilitate all project communication needs.

10. What’s wrong with what we have been using? • Local Personal Storage • Can stakeholders get important information at the right time? • Potential loss of key project information • Network File Shares • How easy is it to control access? • How do you manage changes & document version? • How to prevent files from being lost or over-written? • Email • Personal Information Overload • 1-Day Symposium Plan over 6 months means > 600 emails per person • Risk of losing important project communication in the flood • Information Channeling • Discussion may also exclude other key stakeholders • Over time, people may move in and out of the thread through the CC list • Enterprise PM Software • Depends on process maturity • Burden of ownership

11. Web sites that promote interactive information sharing by enabling users to interact with other users or to change site content. (Wikipedia) Web 2.0: What is it? Web Applications Content Sharing Recommendations & Filtering Social Networking

12. Web 2.0:How big is it? Time to reach an audience of 50 million: Where are we? • Starting this year Gen Y will outnumber the baby boomers • 96% have joined at least 1 social network • If Facebook were a country it would be the world’s 4th largest • YouTube is world’s 2nd largest search engine • Wikipedia has > 13,000,000 articles (78% are non-English) Radio: 38 Years Television: 13 Years Internet: 4 Years IPod: 3 Years 100 million users in 9 months iPhone app Store: 1 billion downloads in 9 months! Source: Socialnomics09: http://www.youtube.com/watch?v=sIFYPQjYhv8

13. Why is this interesting to Project Managers? Project Management 2.0 Benefits to the Team: • Decentralized Control • Bottom-up Planning • Open team Communication • Broad access to project documents • Adaptability to changing circumstances Traditional project management software implies project manager acting as a proxy in all project related communications. New tools bring collaboration into the planning process…changing not only the technology, but process as well. Andrew Filev, January 2008 http://www.wrike.com/projectmanagement/01/15/2008/Definition_of_Project_Management_2_0

14. Why is this interesting to Project Managers? Business Environment: Small is Big Small Project Environment • Limited planning • No documentation • Do it yourself (small team) • Multiple skillsets • Small budget • Release ASAP Web 2.0 Media Enable: • Small Teams • Smart, motivated people • Limited planning • Clear vision • Focused scope • Fast pace • Iterative approach • Rapid release LeisaReichelthttp://www.slideshare.net/leisa/social-project-management

15. Project Management 2.0: The New Toys What do they let people do?

16. SharePoint: What is it? • Microsoft’s team collaboration product • Enables individuals in an organization to easily create interactive web sites • 3 versions • WSS 3.0 (free) • MOSS (extended capabilities) • Enterprise (includes InfoPath) Resource:http://sp.spforpm.com

17. SharePoint: What Can it do for Project Teams? • Single Point of Access • Role-Based Security • Shared Lists • Task List • Issue Log • Risk Register • Document Management • Charter, Project Plan • Team Work Product • Built-in Version Control • Team Collaboration • Announcements • Calendar • Contacts • Discussions • Wiki • MS Office Integration

18. SharePoint: Task List from Excel to Gantt Chart Copy & Paste to SharePoint Task List Build Task List in Excel Display List asGantt Chart

19. SharePoint: Pro and Con Pro • Rich Technology Platform • Flexible, Adaptable • Reporting / Dashboard capabilities • Resource Management (limited) • In-house or External Hosting Options • Easy to Get Started • Large Support Community Con • Do-It-Yourself Kit • Help needed to get beyond basic functions • Potential to fragment information • Add-ons required for multi-project roll-up • Office integration does not include MS Project

20. OneHub: What is it? • Secure, customizable workspaces for collaboration and document sharing • Easy-to-use site templates • Widgets enable sharing different kinds of information • Task List • Calendar • Discussions • Files • Wiki • Activity Tracker Resource:http://www.onehub.com/

21. OneHub: What Can it do for Project Teams? • Single Point of Access for Multiple Projects • Friendly URL • (e.g. http://pmiswoc.onehub.com/) • Role-Based Security • Shared Task List • Document Management • Charter, Project Plan • Team Work Product • Built-in Version Control • Multiple File Upload • Team Collaboration • Announcements • Calendar • Discussions • Wiki • Activity Tracking

22. OneHub: File Upload Create New Folder Browse to Files Upload – Captures file names and completes the job.

23. OneHub: Pro and Con Pro • Quick, Ready-to-Use Collaboration Space • Easy to Get Started • Instant Access to Commonly Used Tools • Company Financial Backing(http://www.ignitionpartners.com/ ) Con • Limited transactional capability • Potential to fragment information • No multi-project roll-up • No desktop integration • No resource management

24. BaseCamp: What is it? • Secure, on-line project management system focused on communication and collaboration • Part of a suite of on-line business applications (www.37Signals.com) • On-Demand Access to • Project Management • Team Communication • Time Entry • Add-ons & Extensions • Mobile Access • Billing • Reporting & Analysis Resource:http://basecamphq.com/

25. BaseCamp: What Can it do for Project Teams? • Multi-Project Dashboard • At-a-Glance overview • Drill-down to details • Milestones • Flexible Milestone definition • Integration with iCalendar(e.g., Apple iCal, Mozilla Lightning) • Document Management • Charter, Project Plan • Team Work Product • Flexible Notification • Team Collaboration Tools • Message Board, Chat, Writeboard • Integration with CampFire • Shared to-do List • Assignments • Time Entry • Integrated with To-Do List • Manual Entry • Reporting via CSV export

26. BaseCamp: Getting Started • Free, 60-second sign-up, single project • OpenID link to Google profile • Secure, Friendly URL(https://dmasystems.basecamphq.com/clients ) • One-click to Create Project Add People Project is Ready for To Receive Information

27. BaseCamp: vs. MS Project Add To-DoItems

28. BaseCamp: Messages

29. BaseCamp: Pro and Con Pro • Emphasis on Simplicity • Easy to Get Started & Learn • Instant Access to Good Team Communication • Multi-Project Dashboard • Calendar Integration • Time Entry Capability • Mobile Potential • Large User Community Con • Potential to Outgrow the Software • Limited Transaction Capability • Limited Scheduling • Primitive Time Entry • No Resource Management

30. TeamHeadquarters: What is it? • Secure, Web-based Enterprise Project Management • Focus on IT Operations • Integration with ITIL Best Practices • Incident / Problem / Change / Release • On-Demand Access to • Help Desk • Project Management • Portfolio Management • Time Entry Resource:http://www.entry.com

31. TeamHeadquarters: What Can it do for Project Teams? • Integrates Help Tickets, Time Entry, Projects & Portfolio Information • Plan and Track Many Small Projects • Scalable for Large Projects • Document Management • Charter, Project Plan • Team Work Product • Built-in Version Control • Team Collaboration Tools • Announcements • Assignments • Journals • Workspaces • Reporting • Gantt Chart • Portfolio Views • Resource Utilization

32. TeamHeadquarters: Interactive Gantt Chart Select Gantt Chartfrom Project Menu Click & Drag bars to create task links. Modify Dates & Team HQ offers to modify other affected dates

33. TeamHeadquarters: Pro and Con Pro • Strong Transaction Support • Rich user interface • Easy to handle small projects • ITIL Alignment • Integrated, portfolio-wide information • Resource Management • Multi-project roll-up • Experienced SaaS vendor Con • Time and Effort to Get Started • Tied to IT Operations Business Model • Collaboration Space • Limited Desktop Integration

34. Cost Comparison & Company Profile

35. Other Providers • EasyProject.Net • ProjectManager.com • VPMI • GoPlan • CoMindWork • LiquidPlanner

36. Choices: Is Software-as-a-Service Right for You? Benefits • Low start-up cost • Quick access to applications that embed best practices • Low IT support demand (no on-site resources to maintain) • Minimal footprint on end user workstation • Enhanced reliability, availability & security vs. internal hosting • Service level agreements to manage availability & support But Beware of… • Long term cost of ownership • Transfer control to the vendor for a key business function • Security and confidentiality: Where is the data? • Vendor viability & shifts in the SaaS marketplace • Reliability is only as good as your Internet connection • Interfaces with other business systems KaamEtan(1999): http://www.focus.com/articles/information-technology/saas-model-right-you/

37. Implementation: Observe, Interact, Create

38. Thank-you! Questions…