This course is designed to teach project managers how to effectively manage projects and resources in the Microsoft Office 365 PPM (Project Online) environment. Participants will learn how to initiate projects in the Project Web App (PWA) and Project Professional, collaborate with project sites, interact with the ribbon in the Project Online Project and Resource centers. Students will also learn how to manage task assignments and timesheet updates. Creating, saving, publishing and managing projects and resources will be covered. We will also work with Reporting and Power BI. This course also available On Site or In the Cloud. Group discounts also available. Call us to learn more (972-996-1895)

2. Agenda
Working with the Project Center
Managing views and notifications settings
Proposals and Demand Management
Office 365 PPM (Project Online) Overview

3. Agenda
Working with Project Professional
Managing Resources
Managing Tasks and Approvals
Managing Timesheets and Approvals

4. Agenda
Managing Issues, Risks and Documents
Managing the Project Site
Working with Status Reports
Portfolio Management & Analysis
Business Intelligence and Power BI

6. Topics
Components of an O365
PPM Solution
Office 365 PPM Overview
What is O365 PPM
Role of the Project Manager

7. 1.1 What is O365 PPM/Project Online
• Project has a long history and is used
by millions of Project Managers
around the world.
• Powerful tool to help develop a plan,
manage resources and tasks, track
progress and analyse workloads and
performance.
Originated
from Project
on the
desktop
Microsoft Project was the company’s
third Windows-based application…

8. What is O365 PPM/Project Online
What is O365
PPM/Project
Online?

9. What is O365 PPM/Project Online
• Deliver to almost any device
• Think of the Evolution of tools as follows:
• Outlook/Excel
• SharePoint Online (Task Lists)
• Project Pro (Office 365)
• Project Online
Microsoft’s
Strategy

10. What is O365 PPM/Project Online
• Project Online (Project Server in the cloud)
• Office 365 with Project Professional
• SharePoint & SharePoint Online (Task Lists)
• Office 365 Project Lite (Team Members)
• Project Professional vs Project Standard
So many ways
to manage
projects

11. 1.2 Role of the Project Manager
• Project Managers are responsible for the
execution and management of projects
within the organization. PM’s will use the tool
to initiate, plan, manage and close projects.
• They will also have team building and
collaboration features available to them.
Sophisticated reporting capabilities will also
be part of their toolset.
Project Manager

12. Role of the Project Manager
• Resource Managers gain visibility and insight
into availability and assignments of resources
across the enterprise. This information
improves the ability to forecast work load
and resource demands.
Resource
Manager

13. Role of the Project Manager
• Team Members participate in the success of
the project by providing status of their
assignments, reporting issues and
collaborating with other team members and
stake holders. The tool provides an easy to
use and familiar interface for TM’s to get the
job done.
Team Member

14. Role of the Project Manager
• Portfolio Managers have broad visibility and
editing permissions. They will typically need
access to projects across departments and
business units.
• Portfolio Viewers (Executives) have similar
visibility but without the editing permissions.
They are meant to see the projects but not
edit them.
Portfolio Viewers
(Executives) &
Portfolio
Managers

15. 1.3 Components of O365 PPM
Functional
Components
of PPM
Microsoft Project Online (MSPO) is made up of
multiple functional components that enable
Project Managers to be effective at creating,
managing and reporting against projects ,
programs and portfolios in the organization.
• Project Management
• Resource Management
• Task Management
• Timesheet Management
• Demand Management
• Risk & Issue Management
• Document Management
• Site Management
• Status Reporting
• Portfolio Management
• Business Intelligence &
Reporting
• Project Online
Administration

17. Topics
Enterprise Projects &
SharePoint Task Lists
Working in the Project Center
Managing Projects in the
Project Center
Creating new projects

18. Managing Projects in the Project Center
• Project Center provides a central
repository for projects
• Projects can be organized by grouping
and filtering
• Columns/Fields can be moved, hidden
and managed for each individual PM
Managing
Projects

19. Managing Projects in the Project Center
• Projects must be “checked out” to be
edited
• Only one user can have a project
checked out at any given time (in PWA
or Project Pro)
• Other PM’s can view the project in “read
only”
Checking In
and Checking
Out

20. Managing Projects in the Project Center
• Projects that are checked out and being edited are in a
“draft” state or being managed in what's known as the
Draft Store.
• PM’s can continue to update and modify project
schedules and save them
• Using the Publish command then transfers the updates
to what's known as the Publish Store
• PM’s with read only access can only see updates sent to
this published location
Saving and
Publishing

21. Managing Projects in the Project Center
• PM’s can set “direct” permissions against their projects
• These permissions sit on top of the underlying security
model in place
• PM’s can determine rights such as opening, editing,
publishing and viewing site information
• PM’s can determine which projects and which users
these permissions apply to
Setting direct
Permissions

22. Managing Projects in the Project Center
• PM’s will also manage project
properties from here
• This includes fields such as the Start
Date, Project Owner and other custom
field information
• Updates made to project properties do
not need to be published, just saved.
Project
Properties

23. Creating new projects
• PM’s will initiate new projects from this
location
• Templates and other settings will be
configured to help the PM determine
what “type” of project they are creating
• This is often the preferred method when
creating a new project
Creating new
projects

24. Creating new projects
• Each project may have a project site and
is the central site repository for
documents, issues, and risks related to
that project
• The site is generated when the project
is published can then be customized by
each project manager (owner)
Working with
Project Sites
3 Configuration options:
• Create the site
automatically
• Don’t Create the Site
at all
• Allow the Project
Manager to decide

25. Enterprise Projects and SharePoint Task Lists
• Enterprise Projects include additional functionality
including “check-in” and “check-out”
• Direct permission settings and browser based editing
• SharePoint tasks lists provide a “synchronization” of
tasks
• SharePoint tasks lists can be promoted into an
enterprise project and can be used as a starting point
for many PM’s
Enterprise
Projects and
Tasks Lists

27. Topics
Managing Delegates
Managing Personal Settings
Managing Views
Working with Alerts

28. Managing Views
• Views can be created or copied from existing Out of
the Box (OOTB) views
• Custom Enterprise fields can be added to the views
• Filtering and Grouping can be accomplished with
Views
• Views are associated to Security Categories to
determine who can interact with the View (when
configured with Project Server security mode)
Working with
Views

29. Managing Views
• Project
• Project Center
• Resource Center
• Resource
Assignments
• My Work
• Resource Plans
• Project
• Team Tasks
• Team Builder
• Timesheets
• Portfolio Analyses
• Portfolio Analysis
PWA View
Areas

30. Managing Views
• Resource Assignments
• Resources are first
selected
• Contains resource
assignment
information
• Not editable from this
area
• Display, grouping and
filtering options are
available
Resource
Center Views
• Resource Availability
Contains availability
information about
resources that are
selected
A subset of views are
available from this area:
• Assignment work
by resource
• Assignment work
by project
• Remaining
Availability
• Work

31. Managing Views
• Jobs that you send to Project Server are managed in the
Queue Area
• The Personal Settings area allows you to view Jobs that
have been sent to the server
• This allows you to pass information along to the
Administrator for troubleshooting purposes
Personal
Settings

32. Managing Delegates
• Project Online allows for user delegation.
This feature allows for one user acting as
another in every part of the Project Web
App.
• The permission level difference of one user
compared to the other does not affect the
ability to use the delegate feature.
Delegates

34. Topics
Proposals & Demand Management
Demand Management
Overview
Proposals & Workflow
Management
Working with EPT’s and PDP’s

35. Demand Management Overview
• Allows the ability to capture all “demand” (i.e. work
proposals) in one single place
• Provides decision making opportunities on which
proposals to approve and then track their progress
• Demand Management in Project Online can be simple or
complex
Demand
Management
Overview

36. Demand Management Terms
• Created in the Project Center by PM
• Governs project and proposal lifecycle
• Most often aligned with Departments
Enterprise
Project Type
(EPT’s)

37. Demand Management Terms
• Represented as a single web part page in
PWA
• Used to drive the project lifecycle
Project Details
Pages (PDP’s)

38. Demand Management Terms
• Supports the notion of multi-stage
lifecycles with approvals
• Provides Stages within Phases which
are then connected to form complete
project lifecycles via workflows
Workflow
(Phases,
Stages and
Approvals)

40. Topics
Working with Project Professional
Managing Enterprise Projects
with Project Pro
Saving and Publishing Projects
Building teams with Project
Pro
Importing Projects
Taking projects offline and
maintaining projects
Working with multiple projects

41. Managing enterprise projects with Project
• Draft vs Publish options
• Browser based project editing
• Performance enhancements over task
lists
• Assignment management and control
• Leverage the power and functionality of
Project Professional
Enterprise
Projects

42. Saving and Publishing projects
• Publishing moves Schedule to Published
Database
• Project Manager is prompted to create
the Project Site
• Team Members are notified
• Schedule is available in the Project
Center
Saving = Draft
Publishing =
Publish

43. Building teams with Project
• Project Managers have multiple means to
built teams including with Project Pro
• PM’s can filter and search for the right
resources
• Similar functionality is found in PWA
Team Building

44. Importing projects
• Importing stand alone projects
• Vendors or consultants may send
projects that need to be imported
• Resources and custom fields need to be
mapped to enterprises resources and
enterprise fields
Stand alone
projects
imported

45. Taking projects offline and maintaining
projects
• Working offline when not connected to Project
Server
• Project Managers may be in the field or the
project server may not be available
• Synching updates when connection is
reestablished and the changes made offline are
automatically synched back to the server
• Renaming and deleting projects
Offline allows
PM’s to
continue to
work

46. Working with multiple projects
• Opening multiple projects has many benefits by
opening projects from PWA into Project
Professional
• The “temporary” master project will not be saved
• Dependencies and allocations can be managed
with multiple projects open and they can create
dependencies and resolve over/under allocations
when multiple projects are open
Managing
multiple
projects

48. Topics
Managing Resources
Managing and Analyzing
Enterprise Resources
Team Building with the
Enterprise Resource Pool
Requesting and approving
Enterprise Resources

49. Enterprise Resource Pool Overview
• Contains all enterprise resources
• People, equipment and material
• Are elements of direct costs
• Uses Project Professional when editing
resources
Resource Pool

50. Understanding Resource Categories and
Types
• Project Professional
• Work Resources = resources to model people and
equipment
• Material Resources = resources to represent the
supplies consumed during the project
• Cost Resources= resources that allow PM’s to apply
cost at the point of assignment
Resource
Types

51. Understanding Resource Categories and
Types
• PWA and visible in Project Professional
• Enterprise Resource Named (Joe Blow) that login’s
(Windows Account/Office 365 Account
• Enterprise Resource Unnamed (Carpenter)
• Enterprise Resources Named (Joe Blow) that
doesn’t login (No PWA license)
• Generic Resources = Placeholder (no actuals
being tracked)
• Local Resources = Just for that project
Resource
Categories

52. Team Building with PWA
• Team’s can be built from the Project Center
• This allows for Resource Managers or project
managers to identify the necessary resources to build
onto a project schedule
• Team’s can be built from within Project Professional
• While project managers have the project schedule
open, they can identify and build team members on
to their project schedules
Building Teams

54. Topics
Managing tasks and approvals
Assigning tasks to resources
Managing Updates
Managing Approvals and
setting rules

55. Publishing Assignments
• Assigning and Notifying Team Members
• Project Managers can use PWA or Project Professional to
assign resources
• Project Managers will assign the same way they would if
they were not connected to Project Server
• Controlling the Notifications
• Project Managers can use the “publish” task field to
determine when team members are notified
Assigning
Tasks

56. Tracking Method
• Current Configuration Settings
• What is the Tracking Method?
• Crawl, Walk, Run approach
• Tracking Options:
• % Work Complete
• Actual work done and work remaining
• Hours of work done per period
• Free Form
Assigning
Tasks

57. Publishing Assignments
• Assigning and Notifying Team Members
• Project Managers can use PWA or Project Professional to
assign resources
• Project Managers will assign the same way they would if
they were not connected to Project Server
• Controlling the Notifications
• Project Managers can use the “publish” task field to
determine when team members are notified
Assigning
Tasks

58. Managing Updates
• Keeping Schedules “Up to Date”
• Determine when Schedules are published
• Setting Deadlines to team member
submissions
• For example, EBD (End of Business) on
Thursday
Updating
Tasks

59. Approval Center
• Central location for approving task updates
• This central location makes it easy for the project manager
to accept or reject updates
• The project manager can also preview updates before
approving
• Project Manager can control auto updates and auto publishing
• The project manager can control updates by automating
the acceptance based on users
• Project managers can also control the publishing of the
projects from this area
Approving
Tasks

61. Topics
Managing timesheets and
approvals
Creating and submitting
timesheets
Managing Timesheet
approvals, rejections and
recalls

62. Creating and Submitting Timesheets
• Team members create timesheets to track non-project
time for a given period
• Team members will then submit their time for approval
• Administrative time categories and vacation requests can
be managed here
• Team members can add line items where appropriate to
“charge” time against those categories
• Vacation requests can also be managed here
Timesheet
Management

63. Managing Timesheets
• Timesheet managers will review, approve or reject
timesheets as part of their job role
• Timesheet settings can be auto-approved, or have a fixed
approval routing based on the system configuration
• Approval Center provides a central location for managing
timesheets
• The Approval Center gives the timesheet manager many
areas to see pending timesheets, recall timesheets where
appropriate and review historical timesheets
Timesheets

65. Topics
Issues, Risks and Documents
Managing issues, risks and
documents
Managing relating items

66. Managing Issues, Risks and Documents
• The project site is the central repository for project
content such as issue and risk information
• Issues and risks are stored as lists in the project site
• Issues and risks have the ability to be linked back to a
specific task in the project schedule
• Managing list information provides a central location
and reporting capabilities
• These list items can then be aggregated across multiple
projects for reporting purposes
Issues, Risks
and &
Documents

67. Managing Documents
• The project site is also a repository for supporting documents
• The project site document library can also have links back
to the project schedule
• Documents here can include any number of document
types such as Office and PDF documents
• Project Managers can leverage the power of SharePoint for
project artifacts
• Because its built on SharePoint, project managers can
leverage alerts, versioning, check-in/check out and
security at the library and file level
Documents

69. Topics
Managing permissions and
users
Managing the Project Site
Working with Site Contents
and Site Settings
Creating and Managing site
Apps

70. Site Management
• Project site management includes the creation and
management of site assets and features
• Project managers can create additional lists, libraries,
pages and sub sites to support the project initiatives
• Site management gives the Project Manager full control of
the site
• Project Managers can also control access to site assets
down to the file level
• Alerts can also be set to notify team members of new
items being added to the site.
Managing
Project Sites

71. Managing Deliverables
• Deliverables managed from PWA and Project
Professional
• Project managers can create and edit deliverables
from PWA and Professional
• A dedicated deliverables pane available in Project
Professional
• Deliverables list made available to stake holders
leadership
• Deliverables show up in deliverables list without
publishing and updates work back and forth
Deliverables

72. Working with Lists and Libraries
• New libraries and lists can be created and managed on
a site by site basis
• Project managers can create new lists and libraries and
configure versioning, custom columns and workflow
when appropriate
• Customization can be preserved as a template
• New project site templates can be created and then
associated to Enterprise Project Types when custom
sites are required
Customizing
the Site

74. Topics
Working with Status Reports
Create and manage Status
Reports
Managing status report
responses

75. Creating Status Reports
• Status reports help with communication
• Project managers can use status reports to
gather status information from team members
• This is not the same as task and timesheet
updates
• Status reports can be asked of one or many
team members and resources and are not
project or initiative based
Status Reports

76. Replying to Status Reports
• Team members and other PWA users will be notified of
pending status reports
• Team members can also add additional areas to comment
and respond
• They can also choose to include other management
during the status report response
• Team member can also create an unsolicited response
• Team members can be proactive and create an unsolicited
response and add line items at their discretion
Replying to
Status Reports

78. Topics
Portfolio Management & Analysis
Understanding Portfolio
Management
Creating and Managing a
Portfolio Analysis

79. 12.1 Understanding Portfolio Management
• Project portfolio is a term that refers to
an organization's group of projects and
the process in which they are selected
and managed.
• The project portfolio is strategically
selected to advance the corporation's
organizational goals.
Project
Portfolio
Defined

80. Understanding Portfolio Management
• The centralized management of the processes,
methods, and technologies used by project managers
and project management offices (PMOs) to analyze
and collectively manage current or proposed projects
based on numerous key characteristics.*
• The objectives of PPM are to determine the optimal
resource mix for delivery and to schedule activities to
best achieve an organization’s operational and
financial goals, while honouring constraints imposed
by customers, strategic objectives, or external real-
world factors.*
Project
Portfolio
Management
(PPM)
*Defined by Wikipedia

81. Understanding Portfolio Management
• Portfolio and Project Managers can use
predefined organizational strategies to
drive proposal selections
• Proposals capture cost and impact on
defined business drivers generating
relative project/value scores across a
portfolio
Strategy and
Drivers

82. Understanding Portfolio Management
• Business drivers are used to assess
project strategic value and to assure
that project selection supports the
organizational strategy.
• The prioritization exercise takes into
account both objective and subjective
concerns regarding relative driver
weights.
Driver
Prioritizations

83. 12.2 Creating and managing a new Analysis
• Proposals and Projects can be
compared and analyzed against cost
and resource constraints.
• After proposals are submitted, the next
step is to determine which proposals
will be approved as projects.
• The portfolio analysis features in the
Project Web App can help you evaluate
cost relative to strategic value for each
proposal.
Portfolio
Analyses

85. Topics
Business Intelligence and Power BI
Learn about existing BI
reports
Learn about Dashboard
Reporting using Power BI

86. Working with sample reports
• Microsoft provides a number of Out of
the Box (OOB) reports to help you get
started
• OOB reports can be saved with new
names and pointed to new customized
Office Data Connection (ODC) files
Sample
Reports

87. Working with Office Data Connections
• ODC files provide connectivity and
queries for pulling data forward from
the PWA reporting database
• ODC files need to be exported while
editing
Sample
Reports

88. Dashboard Pages
• Dashboard pages provide distinct
areas to consume various online,
dynamic reports
• Web parts such as Excel Web Access
web parts can be added in various
zones on a dashboard page
Sample
Reports

89. Power BI
• PWA Data in a self-service business
intelligence and analytics environment built
on the foundation of Excel and other services
• Power Query, Power Pivot, Power View are all
powerful additions available with Excel and
Office 365
• The Power BI for Office 365 Project Online is
a cloud-based solution that enable
communication and collaboration and
reduces the obstacles for deploying powerful
data-driven reports
Power BI