Project Integration Management
Upon deployment of the system in our case, individuals and teams found that they were able to execute work faster. Using the capabilities of integrated applications such as Microsoft Project Server 2003, the technology team was able to provide Enterprise Project Management (EPM) capabilities with team workspaces to improve the overall integration and efficiency of project management tasks. From the deployment of the system, we realized several benefits including:
- The integration of applications such as that in the Data Inc. example can be used to establish the scope of projects including the project charter and project plan across all team members. This integration can also have a profound effect on task management.
- Improved integration between project tasks and associated issues, risks, documents, and owners can help facilitate centralized work assignments and plan execution.
- The capability to monitor progress on all projects, remotely 24/7, ultimately helping to facilitate change control within a project and streamlining organizational procedures.
Project Scope Management
Effective scope management is critical to the success of a global or geographically distributed project. In our example, a hybrid methodology is the typical choice for most projects; taking advantage of on-site, off-site, and offshore resources to facilitate faster time to market and cost savings for organizations. In defining the scope, we utilize the capabilities of applications such as Microsoft SharePoint and WebEx for team discussions and feedback solicitation. From there, project objectives, deliverables, change control procedures, and a Work Breakdown Structure are established and stored within an online SharePoint repository, accessible 24/7 online by all stakeholders. The project can then start and move forward.
During the project, any actual changes made are managed using a "list feature" on the SharePoint web site. The changes are then reflected in the Microsoft Project Server.
Project Time Management
In addition to streamlining the management of scope within a project, the system has helped to streamline time management by making information readily accessible throughout teams, divisions, and executive management. In our case, the solution integrates with applications such as Microsoft Project Server for task scheduling and progress tracking, letting team members view up-to-the minute information on the projects they are working on, including the work breakdown structure and allocated tasks. Clients also have access to the solution—providing them with the capability of monitoring the progress of projects and their milestones.
Project Cost Management
To keep project costs in check, integration with the latest accounting solutions is key. Data Inc. opted for Microsoft Dynamics SL (formerly Microsoft Solomon Accounting Software), which fully integrates into the project management system, providing a centralized repository for accessing accounting costs and other data.
Since we have a globally distributed team, the features of Solomon have been useful for facilitating the flow of accounting and cost data throughout multiple locations through the management of multiple currencies and financial statement translations. Divisions can tailor their capabilities based on a number of different requirements. This ultimately helps keep costs down and provides an alert to the stakeholders within a project on how the costs continue to evolve.
Project Quality Management
Ensuring that each issue is solved through a decision based around the facts and collaboration is paramount. In our case, tools such as the integrated discussion boards present in the SharePoint solution helped streamline the process behind resolving issues, ensuring that quality within a project is maintained.
The process begins with a team member opening a new issue. The newly entered issue appears on the team member's home page accessible by the project center and tasks section within the portal.
From there, other team and divisional members can access the issue and contribute information through the discussion field. Based on the information provided by the team or division members, a solution can then be developed and recorded for future reference, creating a knowledgebase of information. Upon change of status, the issue is flagged depending on the actual resolution as open, assigned, updated, or resolved.
