Microsoft®

Project 2010

Microsoft Project 2010

Enterprise Project Management Solution Demo May 2010 / version 2.01

Information in the document, including URLs and other Web site references is subject to change without notice. Except as expressly 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 ® 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 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 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 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 ), 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 Click Steps Screenshots forms used to collect project information (for example, descriptive data, cost estimates, strategic impact assessments).

Amy enters the required 15 Fill in the following fields in the information. Proposal Request Form:

Notice the default setting of Name: Web Catalog Publishing the Owner field in the form Tool pre-populates with the users name. Description: Enables creation of dynamic Web pages for products, including an integration of inventory schedule.

Start Date: July 12 2010

Project Departments: IT

After entering all the 16 Click Save. information, Amy simply saves the form.

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

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 51 In the New Office from July 2010 to Dec 2011. Development row, change This new information does the start date under the New not overwrite the original Start column to Jan 2011 and data. 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 56 In the Analysis tab, click the Tester and one resource Reports drop-down button, from Marketing need to be and then click Hired hired at a cost of Resources Report. approximately $260,000 for the entire fiscal year.

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

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 Sponsorship to the top- resource allocation. Tasks right quadrant of the view. which cause an over (Drag Secure Project allocation of a resource are Sponsorship to a resource highlighted in red. Tasks can that is not overloaded, simply be dragged and making sure to align to the dropped to other resources task’s original place in the to resolve the situation. 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 Click Steps Screenshots Jan pastes the copied 48 Right-click the slide and Timeline view from Project then click Paste Options. 2010 Professional into the 49 Click the paste option on PowerPoint presentation. 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 text from New Status page, with which Jan can Report to Status Report for request his team members Payroll System Upgrade to send the status report. project Jan edits the report title.

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 Click Steps Screenshots Because Jan had earlier 69 In the Resources section, picked Hatim Aiad as the click Hatim Aiad from the Analyst, he selects Hatim list of available resources Aiad from the available and then click Add >. resources. Jan can now receive reports from Hatim.

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

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 1 Click the sign-in menu on the system. 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 Click Steps Screenshots Hatim logs in to 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: 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 Click Steps Screenshots Jan enters his comments and 23 In the comment box, type accepts the updates. 24 The task updates are in alignment with the project plan.

This approves Hatim’s task 25 Click OK. updates.

Jan now wants to go to 26 In the left navigation panel, project details using Project click Project Center. workspace.

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 Click Steps Screenshots The project workspace is a 28 Click Project Site in the central location for all Projects tab. project-related information 29 Make sure you are signed in and convenient tools for the as Jan Kotas. If not please team to collaborate and choose Sign in as different share. User and enter Jan’s credentials. This custom project workspace includes three pages: 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 windows showing the Project Workspace for Payroll system Upgrade This returns Jan to Project 33 In the left navigation panel, Web App. 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 Click Steps Screenshots Giving executives and senior 44 Within the Time filter, drill managers the ability to drill down to the month, de-select down into more granular the month April – Dec, so that data enables great decision you only have Jan, Feb and making capabilities. March 2010 selected.

The data in the graphs will change and display the data for only these 3 month

By selecting individual 45 Select the department filter departments, it is possible to and only select IT. The data discover the performance will change appropriately. per department. The users will see that all Graphs change appropriately.

Talking Points Click Steps Screenshots All dashboards are 46 Within the Forecasted Cost interactive and are built chart right click the January dynamically based on a Bar user’s requirements. 47 Select Drill down to > Additionally each chart can Project Health_Project. be interrogated separately 48 This will show the cost of other graphs. 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 Click Steps Screenshots The Dashboard can consist 49 Navigate to the Project of all information required to Status page found at the top interrogate the performance of the Corporate Dashboard of an organization.

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 , allowing distributing as appropriate and up-to-date data to any key stakeholder.

Talking Points 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 The project reports allow 54 Select the IT project users to drill down to project ―International Financial specific information like the Transaction System current Project Status Report Upgrade‖ to drill down for more information

Talking Points Click Steps Screenshots The status report can also be 55 Export the Status Report into exported into different the Word format. formats like Microsoft Office Word for example 56 The system will ask you to open or save the document. Select Open – Microsoft Office Word 2010 will open

The Status report is now available in a Word format for distribution to your customers or partners.

57 Close Microsoft Office Word 2010 and return back to the dashboard Depending on the 58 Select the Timesheet organizational requirements Dashboard page any information set maintained in Project Server can be viewed. Another

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 Click Steps Screenshots A timesheet manager can 60 You can filter data displayed even interrogate individual in the Timesheet timesheets from resources Reconciliation List that is built using Microsoft .

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 Issue Workaround Installer / General Error 503: service Unavailable Please close all Internet Explorer Windows and run the ―Warm-up‖ script from the shows after installation is finished desktop. Wait until the Warm-up has finished. Open Internet Explorer to start the demo.

Business Intelligence / The Corporate Dashboard comes- Patience. For the first time the image is booted or the pack is installed it takes more General up but it does not show any time for all the services to fully ―warm-up‖. Please observe activity of your hard-drive. reports. If it’s idle for some time, please refresh the page.

Business Case Development Excel Sheet Behavior - The Manually move the horizontal and vertical scrollbars to position the sheet correctly. Cost/Benefit Excel worksheet may initially display incorrectly.

Business Case Development Excel Sheet Behavior - When The value will be inserted into the selected cell. (steps listed in Appendix A) clicking a cell for editing, the incorrect cell may be outlined.