As an executive, you need a high-level overview of the portfolio of projects that are taking place now and in the near future. Such summary information should clearly indicate the status of projects and the associated costs, resources, and risks. You should be able to obtain the information you need to make sound decisions and take action when necessary.
Executives and other managing stakeholders can use the project portfolio management (PPM) features in Microsoft Project Web App to define and communicate the organization’s business strategy. With a clear definition of the organizational goals, you can be sure that only the right mix of projects that fulfills that strategy is selected in the project portfolio. With the enterprise project management (EPM) features, you can monitor and measure projects and resources throughout the entire organization. You can see information about dozens of projects and resources presented in a manner most relevant to your requirements.
This chapter focuses on the features applicable to executives and other stakeholders who use Project Web App to work with strategic business drivers, review project portfolio information, and work with enterprise resource information.
Business Strategy Definition and Portfolio Analysis
New in Microsoft Project Server 2010 are business strategy and portfolio analysis features, including the following:
Strategy definition through business drivers or key company development directions.
Business driver prioritization for the organization, whether it’s the entire company or a single department.
Portfolio analysis considering important aspects, such as cost, risk, and resources.
When you are a managing stakeholder vested with executive-level permissions in Project Web App, you can sign in to Project Web App and see your entire portfolio of projects in one place, view all enterprise resource information, and arrange information in views or reports so that you can analyze, compare, and evaluate data.
You can use Project Web App to visualize the strategic value of your selected portfolio. Also, through the portfolio analysis tools, you can analyze resource requirements and allocations to ensure that the portfolio of projects that brings the most value is selected under the existing resource constraints.
You can use the portfolio analysis feature in Project Web App to introduce or eliminate projects. You can save analysis results for later reference.
As projects are selected and travel through their life cycle, you can compare hundreds of projects, one project against another, and check whether there are new projects that might bring more value, or whether some of the projects in the portfolio are adrift and should be shut down. Your high-level views of the project portfolio and enterprise resources can be easily adapted and tailored to what you need to see for your particular focus.
Because Project Server 2010 is integrated with Microsoft SharePoint Server 2010, you have additional project collaboration and analysis information at your fingertips through workspace features that include discussions, calendars, risk management, issues tracking, and document management.
Through all these features, Project Web App provides clear visibility into your organization’s project and portfolio management efforts. You can access vital information that helps you prevent problems and ensure smooth operations. Through the Microsoft enterprise project management features, you can see the big project picture, use resources wisely, and make sound decisions for the future of your organization.
This section covers signing in and out of Project Web App, using the Quick Launch task bar, and becoming oriented to the pages containing the information you need.
Use your web browser to connect to your organization’s installation of Project Server. In the address box, type the address of your project server as provided by your project server administrator, and then press Enter.
Depending on your project server settings, a dialog box might ask for your Project Web App user name and password.
After you sign in, your Project Web App Home page appears, as shown in Figure 26-1.
To sign out of Project Web App, find and click your user name in the upper-right corner of the Project Web App window. In the drop-down menu that appears, click Sign Out.
The best way to get to know where you can find the information and tools you need in Project Web App is to simply browse around the various pages. You’ll become oriented to the layout and get a good idea of how you can use Project Web App for your executive analysis activities.
When you first sign in, you see the Home page. By default, the Home page lists items that need your attention, for example, status reports that have been submitted to you, dashboards that have been updated, or reports you have requested. Your project server administrator sets up your Home page to include the content most appropriate for you as an executive and for your organization as a whole.
Most pages throughout Project Web App show the Quick Launch task pane on the left side of the window. The Quick Launch includes all relevant groupings of activities for each user type, including the executive user type. This means you see only Quick Launch items that you, as an executive, are likely to find applicable to your needs.
As shown in Figure 26-2, the Quick Launch includes the following items:
Projects. Includes links for reviewing project information. Using this section, you can drill down in project information, check the approval status of each project, review financial information, and see project progress information.
Resources. Focuses on resource management. In this area, you can ask for status reports from project managers, portfolio managers, or key stakeholders, and you can also review status reports you’ve received.
Strategy. Designed especially for you, as an executive. This is where you and others in the leadership team can use business drivers to reflect organizational strategy in the projects chosen for the portfolio.
Business Intelligence. Provides tools for generating reports and viewing dashboards that give you insights into the company or department’s key performance indicators.
Settings. Lets you modify your personal settings in Project Web App as well as project server settings in accordance with your access rights.
Lists. Shows any SharePoint lists that you create, including tasks lists.
Documents. Contains links to project-related document libraries, issues, and risk-tracking forms and lists.
Many pages are built around a grid or table in which you can drill down to see more information. Many pages also include a ribbon of commands rather than toolbars or menus. The commands on the ribbon are organized on multiple tabs and groups.