Office of Project Management Metrics Report Presentation

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Office of Project ManagementMetrics Report
Presentation

• Phil Braun
• Project Management Consultant Alliant Energy
  Office of Project Management

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Framework

• Metric Report is run at least monthly (some are
  every two weeks)
• Every project is assigned two dates and two
  dollar amounts
• Triangle Inner Finish date (based on Project
  Schedule) and dollar amount are updated every two
  weeks
• Triangle Outer (Goals) Finish date and dollar
  amount to include contingency (Determined in
  Project Charter and Project Change Requests)
• Comparing the current TI to the TO every
  reporting period Remaining Contingency

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Metrics (continued)

• When completed, the final report will contain the
  following worksheets in an Excel Workbook for
  each project governed by OPM
• Accomplishments
• Dashboard
• Vendor Scorecard
• Change Management Dashboard
• Metrics Report
• Task Graphs
• Project Performance Graphs
• Resource Allocation
• Resource Non-Working Time
• Triangle Benefit Summary
• Risk Matrix
• Issues Matrix
• Communications Matrix
• Training Matrix
• Decisions
• (Updates at least monthly)

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Accomplishments

• Following questions are answered by the Project
  Manager in the Accomplishments page in the
  project metrics report
• Review Date
• Project Driver (Time, Cost, Scope)
• Overall Project Health (Completed by OPM using
  Project Dashboard)
• Executive Summary
• Key Decisions, Issues, and/or Risks
• Significant Accomplishments Since Last Meeting
• Major Work Planned Over Next Period
• Comments
• Follow up Items from previous meeting
• Outcome of Action Items from Previous Meeting

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Project Dashboard

• Used to communicate status of the project.
• Information taken from latest metric report and
  put into Microsoft Excel
• Dashboard is then made into .pdf file and placed
  on Company Intranet
• Data entered into input area that drives formulas
  to calculate variances and determine overall
  status color
• All Projects are rolled up to Portfolio Dashboard

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Project Dashboard (continued)

• Input area

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Project Dashboard (continued)

• Calculated Fields
• Time and Cost Contingency
• Color indicator based on matrix

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Project Dashboard (continued)

• Calculated Fields
• Average Task Completion Rate

• Resource Over allocation

• PMPA Score

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Project Dashboard (continued)

• Overall score calculation
• Every new project starts with a total of five (5)
  points.
• The resulting score determines the overall
  project health indicator as follows GREEN equal
  to or greater than 3.5 and up to 5 points YELLOW
  equal to or greater than 2 and up to 3.4 points
  RED equal to 0 and up to 1.9 points
• If a project is projecting over budget or
  late,then its Overall Health will be indicated as
  RED.

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Project Dashboard (continued)
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Vendor Scorecard

• Vendor Scorecard is completed by the Project
  Manager to track Vendor performance on a project.
  The following data is tracked
• Overall Vendor Performance
• Project Name
• Vendor Name (one report done for each vendor if
  multiple vendors on project)
• Type of Contract
• Contract Dollar Amount
• Purpose for Vendor
• Has this Vendor been used on a previous contract?
• Current Risk Score for Vendor portion of Risk
  Matrix and Risk Level for Vendor
• Questions on Vendor Performance
• Each section contains a comment area that can be
  used if needed

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Vendor Scorecard Questions

• Resource (Red, Yellow, Green, N/A Answers)
• Is the vendor providing enough resources to get
  the work done?
• Are the vendor resources knowledgeable about the
  product?
• Is the vendor responsive to questions and
  requests?
• Is the vendor Project Manager performing
  effectively?
• Performance (Yes, No, or N/A Answers)
• Are deliverables being completed on time?
• Is the cost still in-line with the current
  contract?
• Is the vendor providing tasks that are essential
  for project success and are they updating those
  tasks on timely basis?
• Is the vendor meeting quality expectations?
• Issues (Taken from Issues Log Automatically
  calculates Red, Yellow or Green)
• Customer Satisfaction (Yes, No, or N/A Answers)
• Meets commitments made to Stakeholders?
• Is the Project Manager satisfied with the vendor?
• Is the Project Team satisfied with the vendor?
• Escalation (Yes, No Answers)
• Have you had to escalate any issues to the
  vendors management?
• If yes, were the issues resolved as expected?
• Vendor Milestones (Green or Red based on if
  Milestone is completed on time)

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Example of Vendor Scorecard(Page 1)
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Example of Vendor Scorecard(Page 2)
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Project Change Management Dashboard
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Metrics Report

• The metrics report is ran by using a macro that
  exports a Microsoft Project schedule to a Crystal
  Reporting engine that then exports the following
  information to Microsoft Excel.
• Metrics completed in categories
• Project Plan Summary
• Date Summary/Task Summary
• Tracking Milestones
• Cost Summary/ Completion Rate
• Miscellaneous
• Comments
• Audit Summary
• Metrics Summary
• Project Plan Audit
• Project Plan Metrics

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Metrics Report (continued)

• Project Plan Summary

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Metrics Report (continued)

• Date/Task Summary

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Metrics Report (continued)

• Tracking Milestones
• List of Milestones set by Project Manager
• Fields Tracked include the following
• Task Name
• Triangle Inner Date
• Triangle Outer Date
• Complete
• Difference in weeks

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Metrics Report (continued)

• Cost Summary/ Completion Rate

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Metrics Report (continued)

• Miscellaneous
• Scope Change Requests
• Approved changes to scope on the project
• PMPA Score
• Internal score used to gauge strength of schedule
• CSAT (Customer Satisfaction) Score
• Currently in progress to determine best way to
  capture metric

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Metrics Report (continued)

• Comments
• Used to comment on changes that may need to be
  made to schedule
• Used to relay information regarding schedule and
  metrics report

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Metrics Report (continued)

• Audit Summary

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Metrics Report (continued)

• Metrics Summary

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Metrics Report (continued)

• Project Plan Audit
• Displays activities that are on the Critical Path
• Project Plan Metrics
• Displays following activities
• Tasks scheduled for completion by the current
  status date
• Tasks scheduled for completion by the current
  status date and actually completed
• Tasks scheduled for completion by the current
  status date that were deleted
• Late tasks
• Total tasks deleted
• Total tasks added
• Grand total of tasks completed since last status
  date
• Tasks scheduled to be completed during next
  period

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Task Graphs
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Task Completion History Graphs

• Task Completion History Graphs
• Shows the Task completion rate by reporting period

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Forecasted Project Completion Date

• Calculates Approximate finish date based on tasks
  being completed every reporting period
• Uses trend lines for analysis

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Project Performance Graphs
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Time Cost Contingency

• Contingency is the difference between the
  Triangle Inner Date/Cost and Triangle Outer
  Date/Cost
• Graph shows contingency history by reporting
  period

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Percent Complete
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Time vs. Work

• Graph is created in Microsoft Project using
  Analyze Timescaled Data in Excel Add in.
• Graphs work to be completed over the length of
  the project.

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Resource Allocation
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Resource Allocation
Shows Percent of Allocation by Week
Capacity (Includes Vacation and Holidays)
Resource Name
Shows all projects that resource is assigned to
Data is taken from Project Server 2007 Resource
Center and downloaded to Microsoft Excel. Macro
is then ran to format data and add color, format,
etc.
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Resource Non-Working Time

• Resource Enters Non-Working time into Microsoft
  Outlook Add-In
• Time is placed in MS Outlook calendar and also
  placed into MS Project Server
• Resource Calendar impacts project schedule
• Report allows PM to see scheduled time off for
  team

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Triangle and Benefit Summary

• Triangle Outer and Triangle Inner information
• Cost broken out by year and summed
• Scope Must have and nice to have
• Explanation of benefits

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Matrix Types

• Risk Matrix
• Updated weekly
• Projects categorized as High, Medium or Low risk
• Following categories are used
• Technical, Quality Performance
• Project Management
• Organizational
• Vendor
• Other External

Header of Risk Matrix
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Matrix Types (continued)

• Issues Matrix
• Used to track issues on the project

Header of Issue Matrix

• Communications Matrix
• Used to track needed communications relevant to
  project

Header of Communications Matrix
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Matrix Types (continued)

• Decision Matrix
• Used to track decisions made by project team or
  decisions that affect the project

Header of Decision Matrix

• Training Matrix
• Used to track training needs for the project
• Each project can develop and maintain their own
  training plan

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Portfolio Dashboard
Legend
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Examples

• Examples of metrics reports are available as a
  hard copy here today
• If you are interested in receiving a soft copy
  please email philipbraun_at_alliantenergy.com