Task: Prepare Project Review Documentation

Purpose

The purpose of this procedure is to provide instruction for creating the Monthly Review Presentation Packets.

Relationships

RolesPrimary Performer: Additional Performers:
Outputs

    Main Description

    The Monthly Review presentation consists of four parts: (1) the program/portfolio Snapshot, (2) the program/portfolio Scorecard, (3) Monthly Status Reports for projects in Execution, and (4) Milestone plans for projects moving from Initiation to Planning or from Planning to Execution.

    Steps

    Create a Folder Structure for the Project Review Process

    In order to create the Monthly Review Packet, you need some working space.

    Create this working space somewhere on your network that you will use each month.

    Folders that you will need:

    q  Monthly Review Process - High Level Folder.

    q  YYYY Monthly Review Source Files - High Level Folder.

    q  YYYYMM Project Review Source Files - Content Folder.

    It is within these subfolders that you will save the documentation for your Project Review. (the snapshot, scorecard, status reports, milestone plans, and any other elements that need to be included)

    The Project Review
    The Project Review should include at least the following:
    • Cover Page*
    • Agenda*
    • Performance Metrics*
    • Closed Projects*
    • Portfolio/Programs
    • Projects in Execution*
    • Program Status
      • Scorecard*
      • Snapshot*
      • Status Reports (If required)
      • Milestone Reports (If required)
      • Issue, Risk and Scope Changes (If required)
    • Executive Issues

    *Required

    Some of these steps will be done in PowerPoint and some of them will be done through the PPM Tool and its export functions.

    All of the files will be copied into PowerPoint for the final Project Review Packet.

    The remaining steps will explain how to produce each of these things.

    Review

    Review the previous review's packet for any fundamental changes in the structure or labeling that may have been noted in the last Project Review meeting. Include any requested adjustments when building the packet.

    Create a PowerPoint Presentation

    This presentation will be used to assemble your Cover Page, Agenda, and Performance Metrics.

    1. Access Eclipse: http://eclipse.omes.ok.gov

    2. Go to Work Products à Portfolio Management à Project Review Packet à under the Illustrations section, select the Project Review Packet Template.

    a)    Then, open the Project Review Template.pptx under the Attached files. This template will provide you with your basic template for the project review.

    3. Update the [Agency] with your agency name.

    4. Update both the dates [Date] with a Date (any date will do).

    5. Save the presentation in the lowest level folder that you just created.

    Name it: “201301 [agency name] Review Draft”

    Create Cover and Agenda Pages

    For the Presentation:

    ·         Create a Cover Page - includes the Project Review title, the meeting date, and the next scheduled meeting date.

    ·         Create an Agenda Page - outlines the contents of the Project Review.

    *These slides can be used as templates for future Project Review meetings by simply editing the Cover page with the new dates and making any necessary agenda changes.

    Save the file.

    Create Performance Metrics

    To create your Service Level Dashboards, you need to go to the CIO website. http://ok.gov/cio

    Select the Project/Enhancement Service Level Dashboard link.

    Navigate to the Business Segment and Agency dropdowns, and select the appropriate segment and agency. Select Apply.

    Take screenshots of the Dashboard and paste them into your PowerPoint Presentation. (May take more than one screenshot).

    Select the Operations Service Level Dashboard link.

    Navigate to the Business Segment and Agency dropdowns, and select the appropriate segment and agency. Select Apply.

    Take screenshots of the Dashboard and paste them into your PowerPoint Presentation. (May take more than one screenshot).

    In order to get the Service Desk metrics:

    • Go to Operation Metrics.
    • Click the Support Service Level Dashboard graphic.

    Navigate to the Business Segment and Agency dropdowns, and select the appropriate segment and agency. Select Apply.

    Take screenshots of the Dashboard and paste them into your PowerPoint Presentation.

    Save the changes to your PowerPoint Presentation.

    Log into the PPM Tool

    Log into the PPM Tool.

    Navigate to the primary dashboard for your agency: Dashboards à Your Agency Program Dashboard

    This is where you will pull the data for the closed projects, projects in execution, snapshots, scorecards, milestones and status reports.

    Enable Macros in Excel

    For many of the tables in the presentation, you will need to format Excel spreadsheets. Macros have been created to assist you in this effort. You will need to enable Macros in Excel prior to using Excel.

     To enable Macros in Excel:

    Open Excel à Excel Options à Trust Center à Trust Center Settings à Macro Settings à Make sure that Enable all macros is selected.

    Create the Closed Projects Scorecard

    * Before you start this section, make sure you have Macros enabled in Excel.


    Within the PPM Tool, navigate to your agency's dashboard.


    Complete the following:


    Navigate to the Projects Completed CY2012 Portlet and select the Export to Excel link. (If you are having trouble getting the Excel spreadsheet to open, try holding down the Ctrl key and selecting the link).


    Click Save in the dialogue box.

    • Save the file as: YYYYMM Closed Projects.xlsm (an Excel Macro-Enabled Workbook)

    Open the Macro Workbook (attached under Work Products à Portfolio Management à Project Review Packet à under the Illustrations tab à Under Reusable Assets à Macro Workbook) and then minimize the Excel session.

    Navigate to the saved Closed Projects file and open it.


    Click Yes in the dialogue box.


    Format the file with Macros:

    Navigate to the View tab in the Closed Projects file:

    Click the Macros group in the ribbon (upper right).

    Select View Macros from the list.

    Run Macros to reformat the exported file.

    Save after each Macro is executed.

    PPM_Closed_List_Format_Cells

    PPM_Closed_List_Format_Cells_Conditional_Formatting_Color_Cell

    The last line of the report will have the Export date and time in column A, you can delete this line.

    Copy and paste the cells into the PowerPoint presentation.

    Save.

    Create the Projects in Execution Page

    Once you have opened your agency’s dashboard complete the following:

     

    Select the Export Dashboard Page to PDF button in the upper right corner of the page.

     

    Under the Choose Portlets Section, select the Projects in Execution box (Make sure all the other boxes in the section are unchecked).

     

    Under Paper Orientation, select Landscape and add Fit to Page in scale.

     

    Select the Export button.

     

    Using the Alt + PrtScn Function, copy and paste the Projects in Execution exported file into your PowerPoint presentation. Adjust and expand the image as needed to fit the slide.

     

    Save.

    Create the Dashboard Snapshot

    Once you have opened your agency’s dashboard, complete the following:

     

    Select the Export Dashboard Page to PDF button in the upper right corner of the page.

     

    Under the Choose Portlets Section, select Project Plans Waiting for Approval and Projects Ready for Governance Board Approval. (Make sure all the other boxes in the section are unchecked).

     

    Under Paper Orientation, select Landscape and add Fit to Page in scale.

     

    Select the Export button.

     

    Maximize the PDF.

     

    Using the Alt + PrtScn Function, copy and paste the Project Plans Waiting for Approval and Projects Ready for Governance Board Approval exported files into your PowerPoint presentation. Adjust and expand the image as needed to fit the slide.

     

    To create the agency’s Project List:

      1. Go to the Project List Portlet.
      2. Click Export to Excel.
      3. Select all the Cells of data in the Excel spreadsheet.
      4. Right-click, Select Copy.
      5. Go back to your PowerPoint, to the Project List Page.
      6. Go to Paste à Paste Special. Select Picture (Enhanced Metafile).
      7. Resize the picture to fit on the slide; you can delete the header if you want.
      8. Save the Project List as "201301 Project List" and close.

    Save your presentation.

    Create the Program/Portfolio Scorecard

    From the agency's dashboard, scroll down to the Scorecard.

    Export the Program/Portfolio Scorecard to Excel.

    • Scroll down to the Scorecard Portlet.
    • Hold the Ctrl key + Click the Export to Excel link.
    • Continue holding the Ctrl key, Click Save.
      • Save the file as: YYYYMM ProgramName Exported Scorecard.xls.
    • In the next dialogue box, select Open.
    • In the following box, select Yes.

    You should now have your exported scorecard open in Excel.

    Reformat Exported Scorecards

    * Before you start this section, make sure you have Macros enabled in Excel.

     

    Open Excel à Excel Options à Trust Center à Trust Center Settings à Macro Settings à Make sure that Enable all macros is selected.

    Open the Macro Workbook, minimize the workbook, and then minimize the Excel session.

     

    Navigate to the saved exported scorecard file and open it:

    Click Yes in the dialogue box.

    Save the file as an Excel macro-enabled workbook - .xlsm.

    Run the Macros:

    Navigate to the View tab in the Exported Scorecard.

    Click the Macros group in the ribbon (upper right).

    Select View Macros from the list.

    Run the Macros to reformat the exported file.

    Save after each Macro is executed.

    PPM_Scorecard_Format_Cells

    PPM_Scorecard_Conditional_Formatting_Color_Cells

    Copy and paste the newly formatted Scorecard into the PowerPoint presentation.

     

    Repeat the Scorecard process for all of the agency's programs.

     

    Save then presentation.

    Create the Project Status Report for Projects in Execution

    Find the Projects in Execution portlet in the current program/portfolio dashboard (if required).

     

    Select the link to the first project in Execution.

     

    Select the Export to PDF link at the top of the Project Details Page.

     

     Under the Choose Portlets Section, select Project Summary and Health, Issues, Risks and Scope Changes. (Make sure all the other boxes in the section are unchecked).

     

    Under Paper Orientation, select Landscape and add Fit to Page in scale.

     

    Select the Export button.

     

    Maximize the PDF.

     

    Using the Alt + PrtScn Function, copy and paste the Work Plan and Milestone Summary exported files into your PowerPoint presentation. Adjust and expand the image as needed to fit the slide.

     

    Repeat this Step for the remaining Projects in Execution within the current Program/Portfolio Dashboard.

     

    Save the presentation.

    Create the Milestone Plans for Projects Waiting for Milestone Plan Approval

    Find the Project Plans Waiting for Approval portlet under your agency's dashboard.

     

    Select the link beside the first project with the status of Approve High Level Business Case or Approve Detailed Level Business Case. (If there are no projects with these statuses, then there are no Milestone Plans).

     

    Select the Export to PDF link at the top of the Project Details Page.

     

     Under the Choose Portlets Section, select Work Plan and Milestone Summary. (Make sure all the other boxes in the section are unchecked.)

     

    Under Paper Orientation, select Landscape and add Fit to Page in scale.

     

    Select the Export button.

     

    Maximize the PDF.

     

    Using the Alt + PrtScn Function, copy and paste the Work Plan and Milestone Summary exported files into your PowerPoint presentation. Adjust and expand the image as needed to fit the slide.

     

    Go back to the PPM Tool:

    On the Project Summary Tab, scroll down to the bottom. Within the Project Cost Section click the View Financial Summary button.

    Scroll down to the bottom of the Financial Summary, click the following hyperlinks: 5 Detail Lines, Forecast and Actuals, and Quarters.

    Using the Alt + PrtScn Function, copy and paste the financial information into your PowerPoint presentation. Adjust and expand the image as needed to fit the slide.

    Repeat this step for the remaining projects listed in the Projects Plans waiting for Approval portlet within the current Program/Portfolio Dashboard.

     

    Save your presentation.

    Executive Issues

    Attach any Executive Issues that need to be included in the presentation.

    Navigate to the primary dashboard for your agency: Dashboards à Your Agency Program Dashboard.

    Scroll down to the bottom of the page, where you will find Project Risk, Issue, and Scope Changes.

    If there are any, select the Export to Excel link.

    Click Yes in the dialogue box.

    Run the PPM_Issue_Format_Cells Macro.

    Copy and paste the newly formatted list into your PowerPoint presentation using the past special function as in Lab 3. Adjust and expand the image to get it to fit the slide.

    Save your excel file. Name it: “201301 Executive Issues” and close it.

    Save your PowerPoint Presentation.

    Final Review

    Review to make sure the files are included, in the correct order. Save the file, and print.

    Upload the Final Packet into the PPM Tool

    After your monthly review meeting, upload the final PowerPoint presentation to the PPM Tool for your agency.


    Login to the PPM Tool.

    Go to Dashboard à Shared à Administrative à ISD.

    Go to the Portlet on that Dashboard titled Agency Monthly Project Packet Reviews.

    Select the Project with your Agency:

    Scroll down to References section.

    Add the Project Packet PowerPoint as an attachment.

                            Name it:  YYYYMM [Agency Name] Project Review

                            Example:  201301 SDE Project Review

     Click Save to save the project.

    Illustrations