Five Steps to your Project Management Solution

A proven track to a tailored PPM solution

Introduction of a Microsoft project management solution and its integration in existing business processes requires deep knowledge as well as broad experience – and you can be sure that the specialists from TPG The Project Group have both.

With our consulting and products, we increase the maturity level of project management for our customers, increase efficiencies and enable decisions based on facts. As a result, we contribute to their business success.  

The TPG 5-Phase-Method is based on our many years of hands-on experience advising medium and large-sized companies in all industry segments. Think of it as the “leitmotif” underpinning the planning and implementation of all our Microsoft project management solutions. 

Here you can read more about the TPG 5-Phase-Method as PDF

Phase 1: Solution Design – Clear Definition of Requirements

Phase1
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Initial situation:

Dates and scope for the workshops have been agreed on. You have invited all the relevant specialists in your company to participate, including staff from the project organization, project management department, controlling and the PMO.

Kick-off workshop and recommendation for further action:

The goal of the first meeting is to obtain a clear understanding of your current situation as well as of the goals of your enterprise-wide project management solution. You’ll start by seeing an overview of Microsoft PPM so that everyone understands the system’s capabilities.

TPG’s specialists will then collect all the requirements for the system, analyze your existing processes, and make some initial suggestions for proven approaches to meet these requirements. You’ll receive a report that includes all results as well as some recommendations for the next steps.

Depending on your company’s current situation, we may recommend that processes are optimized first before any work is undertaken on the IT solution. You may decide that your current need is for a resource management solution rather than a PPM system.

Workshop on planning processes:

This workshop is the next step and deals purely with project creation, time tracking, and resource management as well as the appropriate processes, which we will look at separately from the IT solution. The resulting high-level solution concept will give you a clear idea of what the next steps are and which tools are best adapted to your needs – Microsoft PPM or perhaps solutions based on SharePoint or Excel.

Training on PPM basics and configuration workshop:

If the previous workshops have shown that Microsoft PPM is the right solution for you, the next step is a two-days Microsoft PPM training on the basics for your core team. As a result of the course, this team will have the knowledge required to make the relevant decisions. The course is an important prerequisite for the next stage – a configuration workshop that defines your new IT solution.

Result of Phase 1:

At the end of Phase 1, you’ll have a comprehensive concept for the overall solution. This includes recommendations along with an implementation schedule and a list of deliverables for the implementation phase. These elements form the basis of our detailed and transparent implementation proposal for your project management solution.

Phase 2: Implementation – Building  Your PPM Solution

Phase 2
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Approach in Phase 2: implementation of your solution

Working together with your technical specialists, we install your project management solution and integrate it into your IT environment. The data we collected during the workshop is transferred to the pilot system. If necessary, we can program extensions to the complete solution and integrate them step by step. Finally, we train the pilot team.

Result of Phase 2

The technical implementation of the project management solution is complete. The system now has a sufficient range of functions to support the transition to the pilot phase.

Phase 3: The Pilot – Rigorous Testing

Phase 3
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Approach in Phase 3: the pilot system

The project team consists of your project manager and specialists from TPG The Project Group. It guides the pilot team and checks on progress.

Pilot team members test the Microsoft project management solution in real-life conditions using clearly defined scenarios and test procedures. They document all of their results, which may lead to the pilot system being modified to be ready for go live, if necessary.

To ensure the success of this phase, it is essential that both teams meet regularly; we recommend an interval of weekly meetings.

The result of Phase 3

The fully configured Microsoft project management solution is ready for production use. The pilot and project teams approve its release from a technical and content-based standpoint.

Phase 4: Rollout – The Optimized Solution Goes Into Production

Phase 4
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Approach in Phase 4: the rollout of the system

All of the tools from the past are replaced by the new enterprise-wide Microsoft project management solution. Your trained administrators and project managers transfer your existing projects and documents to the production environment. Your IT department starts deploying the solution to users’ workstations.

In parallel, we run role-based training for users with up-to-date, company-specific data and structures related to the work processes of each job function. This enables users to see how the Microsoft project management solution will make their own work easier.

Depending on the scope of your Microsoft project management solution, it might be advisable or even necessary to customize the training documents beforehand.

Result of Phase 4

You achieved your goal! Your professional Microsoft project management solution is ready to use. It is being utilized by individually trained users in all areas.

Phase 5: Production – Safe Operation with Competent Support

Phase 5
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Approach in Phase 5: Production

Your personalized project management solution is an investment in people, products, and processes. It will be used for many years and become a part of your everyday work.

TPG The Project Group supports you with regular maintenance, staff coaching, and fast support. If necessary, we can adapt the Microsoft project management solution to new system environments or requirements.

If required, adaptions of the Microsoft Project Server system are possible e.g. when your IT environment changes or due to new requirements. The data and knowledge amassed by the system underpin your ongoing productivity improvements.

The final result with Microsoft Project Server

You benefit from simplified workflows and higher efficiency due to your new Microsoft Project Server project management solution. The experts of TPG The Project Group are pleased to give you active support during the entire lifecycle of your project management system.

Security and reliability for the future – all over the world

TPG The Project Group has offices in Germany, Austria, Switzerland, the UK, the USA, Canada and in South Africa. Our international network of authorized partners covers all continents. As a result, our customers can count on our support for a multinational rollout if required.