MPUG NL chapter session at Océ 11 May 2011

1. MPUG NL chapter session at Océ11 May 2011 Wouter Jansen, René Bongers, Tino Willems, Felix Arons, Rob van den Kroonenberg.

2. General Notifications • Welcome at Océ • Approach of this session

3. Agenda

4. Start of MPUG NL Chapter – Wouter Janssen

5. Who am I? • September 2007: Working at the Corporate Program Office of the Global ICT organization • Main Focus areas are • Delivery Support: • Involved in PPM selection • Involved in project mgt improvements • Planning by project mgrs and resource mgrs • Time registration • Decision enabling: • Financial portfolio reporting • Inflow and outflow external resources • Reporting on Key Performance Indicators

6. Early 2008: PPM selection • Investigate whether a PPM tool Océ has added value • Implementation project management method 2006, based on Prince2 • After 2 years, need better support, greater efficiency • Reference visits to different companies • Several tools viewed • Late 2008, PPM outcome selection EPM 2007

7. Business IT Program OneOcé ± 300 persons in total

8. Best practice from the industry Roadmap scenario Integral Planning • Project planning by project mgr • Resource allocation by resourcemgr • Project tracking in project planning by project member through Project Web Access Timesheet • Reporting Impact on Organization • Project planning by project mgr • Resource allocation by project mgr • Project tracking in project planning by project mgr • Reporting • Project planning by project mgr • Resource planning by project mgr • Project tracking in project planning by project mgr • Reporting • Project planning by project mgr • No resource allocations • Project tracking in project planning by project mgr • Reporting Amount and Complexity of Processes

9. Early 2009: Start implementing EPM 2007 • Objective is to address resource issues • Best practice • 1st step " provide planning insight into projects “ • 2nd step "insight into resources assignments" • Our assignment: step 3 and 4.

10. EPM 2007 implementation • Objective: address resource issues in the ICT portfolio • Focus on Program - and Resource Managers • Startup with very limited resources

11. Mid 2009: EPM 2007 implementation "No Success" • Wrong focus • 1st use of tooling difficult • No solution of resource issues • Resistance from the organization

12. Part-time unemployment • Schedule training for 400 people • Every Friday: • 10 training sessions morning and afternoon, ½ year period • 10 to 20 participants per training • Right locations • No double appointment for trainees • 5x, No. • Organization impressed • Learned how to plan

13. Change of approach • Focus on 1 large project (SAP) • Small steps • Resource manager in control for allocation resource capacity

14. Focus on resource managers • Focus on resource managers as end users • 4 times per year: Plan operational activities with outlook of 3 months • Reserve resource capacity for project activities • Small group (4 to 6 people) intensive support • Resource mgt became responsible for proper capacity allocations (90%)

15. Focus on project managers • In starting up projects: facilitate creation of project plan • Aligned with Resource Management • Which resources to use • Remove the Reserved resource capacity for project activities in operational plans • Only resource mgrs can add named resources in project plans • Only resource mgrs can switch proposed resources to committed • Project mgrs cannot do this!

16. Lessons Learned • You will need help from outside • Start simple: take small steps, one at the time • Guide beginning users: • Do it for them, do it together, do it them selves • Explain Task types • Only use limited views (demo Rob) • Assign only one resource per activity • Don’t use dependencies • Project activities: Duration > 1 day and < than 2 weeks

17. Where do we stand today Roadmap scenario Integral Planning • Project planning by project mgr • Resource allocation by resource mgr • Reporting • Project tracking in project planning by project member through Project Web Access Timesheet Impact on Organization • Project planning by project mgr • Resource allocation by project mgr • Reporting • Project tracking in project planning by project mgr • Project planning by project mgr • Resource planning by project mgr • Project tracking in project planning by project mgr • Reporting • Project planning by project mgr • No resource allocations • Project tracking in project planning by project mgr • Reporting Amount and Complexity of Processes

18. Questions or remarks?

19. Whoam I? • Tino Willems • Application Engineer • Information and Collaboration Solutions,with • MS .NET • MS SharePoint Server • Functionalandtechnical consultant MS Project Server • MS SQL Server

20. In the beginningthere was… • Nothing • Project Server 2007 • Single server installation • No connectiontoexistingSharePoint 2007 environment

21. Installation Project Server 2007

22. Installation Project Server 2007 • Help from • Océ Infrastructure dept. • External consultants • Result: • Fullyoperational Project Server environment • Installation manual

23. Why Project Server 2010? • Integration of project mgt. processesandcollaboration • Needforadditionalfunctionality • Improved portfolio support • Improved resource management • Improved project planning • Reportingenhancements • Masterdata integration

24. Why Project Server 2010? External factors • Existing SharePoint environment moves to2010 • R&D requested EPM 2010 for new product development • Growingamount of users

26. Lessonslearned • Initialinstallation of EPM requires • Consultancy EPM • Supportfrominfrastructure dept. • It is neccessarytoconfigureyour EPM server accordingtoyourneeds • Technology is not the bottleneck • Out-of-the-box worksjust fine • Maturity of peopleandprocesses are criticalsuccess factors

27. Portfolio mgt by Felix Arons

28. Who am I? • Felix Arons • Release mgr and Portfolio analyst • Global ICT, Corporate Program office • Decision enabling of the OneOcé Portfolio board • Managing release planning of IT systems • User of MS Project 2007 and TOPdesk

29. OneOcé applies OGC Guidances MS Project and MS SharePoint

30. Managing the Portfolio of OneOcé activities(demo) • Structure of the OneOcé portfolio dashboard • Resource mgt dashboards • Data Analysis for allocation levels • Resource center for scenario analysis • Project plans for standing activities

31. EPM and the future of Océ • Built up of best practices within OneOcé program. Global ICT systems delivering • the blueprint model for an Opco, • processes and • supporting ICT systems • Introduction of best practices in planning and resource mgt in • Reaching Our Potential Program • Managed Print Services Program • New Product Development at R&D

32. Part 2: interactive session Group Discussion Case about capacity planning, resource management and project management Our main challenge is to bring all elements together, tuning every individual aspect, resulting in a well oiled machine that runs like clock work

33. Step 1: Allocate capacity to projects and operations Change the Business Portfolio mgt Resource mgt function Line mgt Run the Business Business as Usual Capacity planning Capacity planning Project 1 Team Leads & Resource mgrs Standing activities within team Allocate capacity Allocate capacity Project 2

34. Step 2: Organize work with allocated capacity Change the Business Portfolio mgt Resource mgt function Line mgt Run the Business Business as Usual Capacity planning Capacity planning Project 1 Team Leads & Resource mgrs Standing activities within team Allocate capacity Allocate capacity Project 2 Activity planning Project 1 Organize work Ensure Delivery 1. Deliverable 1 1.1 Activity 1 Organize work Organize work Project mgrs Team Leads Activity planning Operations Activity planning Project 2 1. Deliverable 1 1.1 Activity 1 1. Deliverable 1 1.1 Activity 1

35. The world is a heavenly place Capacity planning for Projects Project 2 Project 1 Capacity planning for Standing activities Resource mgt function Line mgt Resource 1: 40% Resource 1: 40% Jan Jan Mar Mar Operations Team Leads & Resource mgrs Allocate Resource 1 Allocate Resource 1 Resource 1: 20% Jan Mar Team leads and Resource mgrs are responsible for correct allocation levels This picture shows an ideal world however…

36. Ensuring delivery: meeting the devil’s square Activity planning Project 1 1. Deliverable 1 1.1 Activity 1 Organize work Ensure Delivery Activity planning Operations 1. Deliverable 1 1.1 Activity 1 Resource 1: 40% Team Leads Organize work Organize work Project mgrs Jan Jan Jan Feb Feb Feb Mar Mar Mar Activity planning Project 2 Resource 1: 20% 1. Deliverable 1 1.1 Activity 1 Resource 1: 40%

37. The Issue: How to ensure delivery with limited resource capacity? Assignments for Resource 1 200% D1 D1’ D2 D2’ D3 D3’ Project 1: ensured by Project mgr 1 Maximal availability: 100% Project 2: ensured by Project mgr 2 Standard = 90% Operations: ensured by Team lead 1 0% Jan Feb Mar D1 = Deliverable 1, D2 =…

38. How can you help us? • We want to manage the portfolio of activities as a whole: • Issues from starting up projects • Issues from running projects • Issues from standing activities • Do you recognize the Océ issue in you own practice? • How do you cope with this? • What can you recommend to Océ?

39. Our current issues • Conflicting interests between resource mgr and project mgr? • Resource mgr is responsible for right allocation levels • Expertise, capacity amount, utilization, dedication • Standing activities • Project mgr is responsible for delivering project result • Project capacity • Project delivery through activity planning • Deliverable->activities->resource assignments

40. Our main challenge… • Optimal balancing capacity allocations • Proposed vs. committed resources • Project mgrs want to plan with roles and skills, not named resources • Main focus of the • Resource mgr is capacity planning • Project mgr is the activity planning • Project plans should be the consolidation or evidence for the agreements made between project and resource mgr

41. 10 – 15 minutes break

42. Proposed approach MPUG NL chapter • Platform for and by end users focusing on needs / challenges with MS Project as central element • Focus is on interaction – doing things with each other. Attendees are actively involved in MPUG sessions. • Supported by Microsoft and professional consultancy • Values are • Informal, • Openness • Honesty • Trust • Independent

43. Define topics for next MPUG meetings MPUG is a platform for end users • What are your needs? • What would your organization like to achieve? • Which topics would you like to be addressed in upcoming MPUG NL chapters • Are you willing to present a case from your own practice or organization? • Do you have learned lessons or best practices that you would like to share in a MPUG meeting? • Make a choice of the three most important topics

44. Announcement MPUG NL session 12 July “Forecast Scheduling with Microsoft Project 2010” Speaker is Eric Uyttewaal. Formal announcement will be done by MPUG.COM We hope to see you at Eric’s presentation on 12 July • Take a flyer with you

45. Getting to know Océ Drinks and finger food afterwards • We all go to the Océ Event Centre • This at the central reception • A tour of 20 minutes has been organized that will explain the Océ organization • Hereafter informal closure with drinks and finger food We hope you to see at a next MPUG session!

46. OneOcé: Our main issues • Our main challenge is to bring all elements together, tuning every individual aspect, resulting in a well oiled machine that runs like clock work • Finding the right balance between pampering and enforcement by organizational rules • Accountability and rules of engagement • Shift from steering on content (products) to process