10.22 Identifying Tasks, Milestones, and Phases

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Essentially, using the aforementioned template will break out the phases automatically for you. The next step is to look at each phase and determine the critical milestones. A good rule of thumb for determining whether something is a milestone is that it should always be accompanied by two things: a deliverable and a status update meeting. The next section shows how to use the Microsoft ProjectTM tool to manage tasks in the SEP environment.

10.22.1 Using MS Project with SEP

Phase 1: Initiation Phase

After receiving the PIF from the Project Manager, the Project Coordinator e-mails the Microsoft Project Plan (.mpp) file template to the Project Manager. The Project Manager populates the .mpp file with project information and specific tasks. Next, the Project Manager saves the .mpp file as the appropriate project “codename.mpp” to both the hard drive and a backup disk. The Project Manager then submits and saves the .mpp file as a baseline and submits the project plan to the “Project Document Check-In” URL found within the appropriate Functional Group file folder on the SPMO Intranet.

The Project Coordinator then retrieves the .mpp file from the “Project-Document Check-In” URL, reviews it, and loads the contents of the file into a master .mpp file. The master .mpp file is accessible as a read-only file through Project Central[12] on the Intranet. During the course of the project, the Project Coordinator is responsible for monitoring the progress of the project and ensuring that all reports and milestones are tracked.

Phases 2–7: Planning, Design, Construction,Testing, Implementation, and Support

During each of these phases, the Project Manager updates the .mpp file as appropriate and submits the current .mpp file weekly to the project-specific “Project Document Check-In” URL on the SPMO Intranet. The Project Coordinator reviews and retrieves the .mpp file from the “Project Document Check-In” URL and loads the file into the master .mpp file appropriately. Throughout the duration of the project, the Project Coordinator monitors the progress of the project, ensuring continuity in reporting and management. The Project Coordinator extracts .mpp file weekly from the Master .mpp file and creates reports with varying levels of detail: Enterprise Rollup, Functional Rollup, Cross-Functional Rollup, and so on.

The Enterprise Rollup reports project schedules for all projects in progress within the company. This rollup is sent to specific executives on a weekly basis. The Functional Rollup reports project schedules for all projects within a

Functional Group. Each functional director receives the appropriate Functional Rollup on a weekly basis. The Cross-Functional Rollup reports project schedules for any project that is managed by more than one functional group. These are typically large projects in which more than one functional director has a stake. This rollup is sent to the appropriate functional directors on a weekly basis. At any time, a Project Manager can view the status of the project(s) by using the centralized project repository.

Phase 8: Completion Phase

Once a project has been completed, the appropriate .mpp file is moved to the archive folder within the Functional Group file folder. All archived project information can be viewed at your designated local intranet project server location. Specific executives and directors can access archived project information on the SPMO Intranet at any time. Project Managers can access archived project information on the Intranet by placing a request with the SPMO.

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