Please find below a transcription of the audio portion of Nenad Trajkovski’s session, Project-Accelerator’s Powerful Instance of Power Apps – Supporting Project Management with Project for the web, being provided by MPUG for the convenience of our members. You may wish to use this transcript for the purposes of self-paced learning, searching for specific information, and/or performing a quick review of webinar content. There may be exclusions, such as those steps included in product demonstrations. You may watch the live recording of this webinar at your convenience.
Moderator: Good afternoon and welcome to Power Apps Supporting Project Management for the web. This session today is eligible for 0.75 PMI PDU. A recording of the session today will be available shortly after on mpug.com. I’d like to welcome back today as our frequent flyer presenter, Nenad. Nenad is a highly recognized speaker and trainer in project and risk management. His long list of credentials include certified accountant, PMP, PMI RMP, risk manager professional, MCP, MCT, and the list goes on. Nenad, I’m going to hand the presentation over to your capable hands.
Nenad Trajkovsk…: Okay. Hello everyone. Just tell me, can you see my screen now?
Moderator: Your screen is visible, yes.
Nenad Trajkovsk…: Okay. Now let me start you with… I will introduce you how to work, this is going to be a scratch, with a Project Accelerator, which is Power Apps application, built by Microsoft on the Power Platform. So you will see if you go here, make.powerapps.com and you go to app screen, you will find here a project.
Nenad Trajkovsk…: But before I start with explanation, where can you find it? You can find it here in a GitHub. So you will see on github.com office offers that Project Accelerator, and you can here find every single instruction and also download about this application, so you can download it. And if you follow the instruction which are here, you will find yourself that it is very easy to install these this project for the web Accelerator. And I’m going back and now I’m going to show you what it includes.
Nenad Trajkovsk…: So here, when I click on a project, I will see a lot of things here. But as you can see here, everything is empty and I’m going to start with two things, program and projects. So what is program? Program, if I click on a program, program is a one, let’s say space of collecting multiple similar projects. Let’s say that you have projects which are cloud-based or projects which are commonly rated anyhow. If you have a program you can add your program here and you will see a little bit later how can you attach single project or multiple projects to one program. So let us first define and create a new program.
Nenad Trajkovsk…: So I will say that I have a program which we’ll call program for… Sorry. Program for MPUG Webinars. I can here select in which state this program is. Is just proposed? Is it active? Is it closed? Or is it on hold? I will say that this one is active.
Nenad Trajkovsk…: Now, for any single program, you can select its priority. Is it critical, high, moderate, or low? So I will say that this is not critical, but the high. To which business unit does this program belong? I have three opportunities here and about all those opportunities, high, low, moderate, and business unit, I will show you later how can you modify them. Let’s say that this is operation, or I will say it is IT. So this program belongs to business unit, which is called IT.
Nenad Trajkovsk…: Now I’m the owner, I can change the owner of the program. Who is the manager? I will select manager. John is going to be manager. Be aware that all those persons and resources are from my Azure Active Director, which belongs to my tenant.
Nenad Trajkovsk…: Which is the program type? Now program type can be for the customer, development, support, enhancement, program or other. I will say that this is an enhancement program because it will provide you projects. This program will provide you with a good knowledge so you will enhance your knowledge. And what is the program goal? Is it customer satisfaction? Is it growth business, run business, transformation, or other? I will say that this is customer satisfaction.
Nenad Trajkovsk…: And now here I can choose the program start date. Let’s say that the program start date is for example, 2nd of May. And I expect that this program will be ended at, let’s say, till the end of the year. Now I can here type description. Description will be this… Sorry. This is a program for, let’s say, new knowledge for a Power Apps and PM in MPUG. Business case is… What is the business case? It’s [inaudible 00:06:45] I’ll would say which is just business case because I don’t want waste our available time, business case.
Nenad Trajkovsk…: And now I can… This is the general screen. Now let’s go to financial screen. Financial screen is, what is the budget? I will say one million. What is the benefit which I expect? And I will say it is a 2.5 million. And you can see that some fields are locked and you will see what does it mean a little bit later.
Nenad Trajkovsk…: What is the status of the project or the program? Now you can here choose about KPIs. Is overall health on track, at risk, off track? I’ll say on track. Financial health also can be on track and at risk. Of track, effort health, schedule health, et cetera, et cetera. And that is what I’m going to let as it is because we are just starting a new program so it’s obviously on track. It cannot not be at risk.
Nenad Trajkovsk…: Now here you can see, I have nothing. Why? Because I didn’t save anything. So when I save this program, okay, it is saving. Now you will see then in financial, I have return of investment, which is calculated, and it is calculated according to former benefit minus budget, divided by budget. Okay. And I can see project budget, project actual cost, project remaining. Everything is zero, why? Because I don’t have any single project in this program for now. Here, I can see now all my projects, I don’t have any, so I cannot see them here yet, but I can create it from here and I will not do it because I’m going to create it from the projects. And now I can here see notes, which is just a note, which I can add, I’ll say here, note and I will say, “This is a new note.” I can attach a file and I will say, “Add notes,” so everyone can see any single note, which is going to be shown here. So this is about program.
Nenad Trajkovsk…: Okay. Now let’s go to the heart of this project called Accelerator Projects. I can here the find project as a new project. And I will say that this is Power Accelerator project, sorry, project. I will see here that I can choose which project type is this project. Is it security? Is it cloud computing? Is it application development, maintenance, internal readiness, or other? I will say cloud computing. Now, here we are.
Nenad Trajkovsk…: Here, I can choose the program which I just created a few minutes ago. So this program created here can be choose here. Which business unit? I will say this is IT. Is it in proposed state, active state, closed state or on hold state? I will say that this is proposed, but no, I wouldn’t say that this is active. So where’s the difference?
Nenad Trajkovsk…: When you are in proposed state, you can then filter them. You can see which projects are proposed for taking real in real life. Active means that this project is actually project you are working on it. Close this by itself, it’s self-explanatory which mean it’s done, closed. And on hold is that is in waiting state. I will say this is active stage. In which stage this project? Are we just grading them? Are we selecting them? Or plan it, manage or close? I will say that we are in plan phase, which priority is for this project, I will say this project is, let’s say moderate. Who is the executive sponsor? I will say that this is Tim. Okay. Once again, from my Azure Active Directory. Who is going to be manager? Let’s say that I’m going to be manager. Schedule mode is not available here to change it. And this is who is going to be project manager. You can see which work template means how the project will calculate hours in working in everyday schedule because this is beyond this scope of this webinar. But shortly, with calendar template, you create, if you are on Eastern zone, Western zone, are your work hours from 8:00 to 4:00 or from 9:00 to 6:00, et cetera, et cetera.
Nenad Trajkovsk…: Now, let’s see, next. Is funding available? Do you have money or not? I will say yes. Now here is the summary tab. Now business case. Business case is narrative. So you can here type description for project. You can here type business case, value statement, whatever. And what is the prioritization? I will say that strategic is extreme and improve employee retention is strong. Is this project going to lower costs? I will say moderate. And do we have a risk? I will say, we don’t have a risk here.
Nenad Trajkovsk…: Now let’s go. So here I can put everything which is according to business case, it is description business value, value statement, and prioritization. And you will see that prioritization score is going to be calculated and I’m going to show you. I can show you this right now, but I will… Before that I will, I have to say it.
Nenad Trajkovsk…: And you can see that you will have, after it is going to be saved, 56.25. Now, where does it come from? It comes from formula which say extreme is 100, strong is 75, moderate is 50 and none is zero. So these extreme going the… Every single value, 100, 75. And in this case, 50 is going to be a multiple by 0.25. Why? Because we have four here, four values, and each variable is equal. So 100 multiply by 0.25. Strong means 75 multiple by a 0.25. Moderate is 50 multiply by 0.25 is going to be calculated. And you will have, according to this formula prioritization score, which is 56.25.
Nenad Trajkovsk…: Now, financials, what is the budget? I will say, 30,000. What is the forecast? So we have 30 millions. Don’t bother about this kn. This is my local currency and is [inaudible 00:16:02] setting was set up to Croatia where I am coming from. And this is according to this budget is 30 million of Croatian kunas. But I forecast that I will need 25. Actual costs is… Sorry. Actual costs is none, zero for now because I didn’t start with my project. Remaining budget variance, we are going to be calculated as well. I can say that this will be 50,000 of benefits. Is funding available? Yes. And where the money is coming from? Internal or external? I will say internal. Here now I can save that. And you will see that I have three things more. Risk, issues, change, and also status, but now we have a project. Let’s create some tasks.
Nenad Trajkovsk…: I can create tasks from here. Okay. And what is going to happen? Project for the web is embedded here. Or I can open this in project for the web. As you can see by project is here. Okay. And I am going to say Project Accelerator project. So I can, for scheduling, I can use project for the web. I say, okay, it is not going to start at six, it is going to start at 14 and I have a default [inaudible 00:17:53] template, I can here say task. One task, two task, three task, four… And I will say, this is duration is 1, 2, 3… Sorry, task four. Four days. I will add some additional columns. And I’m going to say that I will say depends on. And I will add effort. And I will say this is assigned to, let’s say, John.
Nenad Trajkovsk…: Okay. And at this point it will ask me which group which I want to use. If I use this one, it will be created. If I don’t want to use this one, just a brand new one, I will say, okay, I’m going to use my existing group blog project for the web and I will say [inaudible 00:19:07] an assigned here. I can put Mary and I can put Tim. Here I would put, let’s say Peter. And for the last task, I will use Paula. Okay. Here it is.
Nenad Trajkovsk…: Everything is here, let’s go back. You can see them here. And as you can see in the project board timeline… Oh, I forget to put the dependencies. Should I go back to the project? I can. Or should I go to the grid and I have the same thing. So I will say one as a task one, two as a task two, and three as a task three. And I have here now my timeline as you can see.
Nenad Trajkovsk…: So, every single functionality which is available in project for the web is going to be available here. Now let’s go back, save it and let’s go back to three important things. We have risks, issues, and change. Here you can manage complete risk management for your projects. So I have here risks, and I will add new risks. Okay. What are risks? Where’s the difference between risk and issue? Risk is something which can happen in the future. On the other hand, issue is something which already is happening.
Nenad Trajkovsk…: So if I’m… Let’s say for this webinar, if we consider this webinar as a project, I can say, I have a risk that it will be lack of electricity. It could happen. But if I am without electricity, now, this is an issue. If my computer doesn’t work, this is an issue. But if I say probably that here I can say, my computer can crash. I will say here, is it proposed, you think? Is it active? Is it is going, is it close or hold? I will say it is proposed. To whom this risk is assigned? Let’s say to John. What is the category? So these risk, it belongs to stakeholders. Does it concern stakeholders? Is it going to affect my scope, my change, my resources, my design, or my technical? I will say it is difficult. [inaudible 00:22:18] when if you, when to expect it? I will say I cannot say that I expect for my computer to crash next Sunday. So I will not put the take here, but I can, if I have some prediction, when the risk can occur. Now probability, let’s say three. Impact, let’s say five exposure will be calculated. What if this risk happens, how much it will cost me? It will cost me 1000.
Nenad Trajkovsk…: And now here is description and mitigating plan. And I will say, “My computer is old and it could crash.” Mitigation plan is, “If it crash, I will have another one prepared for the webinar.” Contingency plan is contingency plan. So you can write whatever you want here. And now I ain’t going to save it. Okay. So I will save the risk. I will now have calculated 3.5 is 0.15. This is risk exposure and cost exposure is 1000 multiply by probability. So if [inaudible 00:23:57] cost exposure is my project is exposed 30 kunas for that risk. Now I will close it.
Nenad Trajkovsk…: Let’s go to issues. What are the issues? So issues is something which already exists. So I will say here general information. “My computer does not work or is not working any more.” So I have a problem now. State is proposed, active, closed, or… It is active. Issue category. Is it issue, task, bug or other. For my point of view, this is not the task, this is not a bug, this is an issue. Who is the requester? I would put myself because… To whom should I assign these? I will say John. Why? John is my technical guy, or he’s going to buy me another one. Priority. Oh, critical. Because without my computer, I cannot work. Here, I can put the due date. I will say, “You should fix it tomorrow.” Description. “I can not turn on my computer any more.” Resolution. “Buy me new one because this is too old computer to be fixed.” So I can save them and I will see that here are my issues. Okay.
Nenad Trajkovsk…: So you can add as much as you want. So let’s say, I show you risks, issues. What is change? Change is change request. So in every single project, you will have at least one request for change. So I will say the change request is [inaudible 00:26:29]… “We need resource scheduling on this… Sorry, this webinar.” State. Proposed, active, closed, or on hold. I will say it is proposed. Approval. It is not yet requested. I will say if it’s requested. It means state is where is this change request now. Approval is how is it going to be? Requested. It is not yet requested? Are they request? Is this… Sorry, is this change requested? Is it approved or is it rejected? Okay. I will say it is requested.
Nenad Trajkovsk…: Change impact. High, medium, low. So I would say this is medium impact and priority is low. So it is not critical for this change to be applied, to be done but so therefore I selected low as a priority and medium as a change impact. Who is requester? Requester is let’s say Paula. Okay. When it wasn’t requested? Let’s say today. To whom this change request is assigned? Let’s say Peter. Okay. Is it change risk? If we are going to work on this change, what is the risk? Is it high risk, moderate to low, or there is non risk at all. I will say it is non-risk at all. No, sorry, I’ll say high, because if you want me to explain resource scheduling on this webinar, then these webinars cannot last only 45 minutes, but maybe hour and a half.
Nenad Trajkovsk…: What kind of change type is this? Scope, schedule or cost or none? I will say it is scope. Why? Because the resource scheduling is out of the scope of this webinar. And what is the cost impact? If I don’t have a cost impact, I will not put anything here, but if I have, I can say, Hey, 1500. When are we plan to start with this change, where we plan to finish this change? And narratives is description of the change. How are we going to implement this change? What is the plan to implement this change? What are the benefits of this change? And do we have any additional comments? So I can put here as you can see whatever I want. And I will go back and I will say here, say, save.
Nenad Trajkovsk…: Okay, now let’s go back here. Now you can see all changes here, all issues here, all risks here, task, resources and everything about the project. Let me create a new project. And I will say… Sorry. Sorry, let’s go to the project again. Discard… Let me see how Power Accelerator Project. Let’s say new project, which I will say, “Implementing project for the web.” I will say that this is project type cloud computer. I will say this go to program for the web. I will put the business unit, IT. I will say this is active. I will say this is on plan. I will say priority exit. So I will leave everything here as is. I am going to save it. I am going to here go to the tasks and I am going to see… To put here task A, B, C, D, E. I will say 5, 4, 3, 2, 1. I will put here depends on. And I will put A, B, C, D and let me assign to Peter. You will see why I’m doing this again. Paula, John, Mary. And let’s say that this is going to be on me and I will go save and close.
Nenad Trajkovsk…: Let’s go back. Now we have two projects. Let’s go back to the program. Now I did I… Let me see did I choose the right program here? Oh yes. Save and close. So it is not shown yet. It will be shown in a couple of minutes, active programs. And I can see here which active progress do I have. I can group them. And you can see that here, I will not know because it will take some time. I will cap all my projects according to this program here.
Nenad Trajkovsk…: Let’s go back to the home screen. And I want to show you that here I can see how many programs can happen somehow that the program, the project is not shown here. So let me see status. Active? Yeah. Executive sponsor, et cetera, et cetera. And I can see here in the program, it should be shown but from yesterday, I have some problems and it is that I have to wait awhile until all projects are shown under the programs.
Nenad Trajkovsk…: So you can here, see all active projects in which belongs to this program. On the other hand, here in project, you can see all your projects. I can see active projects, all projects. Closed project, I don’t have any et cetera, et cetera. Let’s go to… I can group them by name, by start date, by finish date, but earliest started et cetera, et cetera. And now you will see if I go here again in my Project Accelerator, you will see that I have here nothing. But let me go back to the project here and let’s say, just for example, that this one is finish, this one is finished and this one is finished. Okay. After I close it, after a while, you will see that duration, effort hours, planning effort was 96 hours. But complete, there are 46 hours completed. Remaining, 32. According just what I did in my project, I click on those three tasks and I told to the Microsoft Project that those are finished and my project is 60% completed. So you can see here that according to schedule, how you are progressing with your project, you will see many useful informations here. So this is very powerful.
Nenad Trajkovsk…: One thing which I want to show you and I think it is very important, that these all things are customizable [inaudible 00:35:38]. You can customize almost everything. Let me show you. Here I have a project, okay. And if I go to this project, edit, I can see that this is project cloud computing. Okay. But what if I want to build a new building? This is obviously not security, not cloud computing, not application development, not maintenance, not internal readiness. But I need, let’s say construction projects. How should I add this choice here? And not only here, how can I put priority? This is not critical, high, moderate, and low, but it can be, let’s say very low, et cetera, et cetera. Every single this choice could be and if you need them, you can modify them.
Nenad Trajkovsk…: How? Let’s go back here for a moment to my Power Apps. Here, under apps, I can see a project which I just show you here. Program, project, project requests, et cetera, et cetera. Let’s go back here. Here I can have data. I have tables and I have choices. Let’s go for a moment to choice. What I want to here edit and customize is my, let me show you here, project type. Okay, this is project type. I am going here under the choices. I should be 100% that I choose all my choices and I’m going to scroll down to the project type. You can see them here. I will click on it and you will see security, cloud computing, application development, maintenance, internal readiness, other as they are shown here. So these choices are defined here. And I will say, I need construction. And I will save it, okay. I can, if I want, I can delete all those security, cloud computing, application development, maintenance, whatever, and I can create my own. But for this example, I will just wait after this choice will be saved and you will see if I go to project type here that I have construction.
Nenad Trajkovsk…: Now let’s go back here and let’s save and close. Okay. I will go here. I will say edit. And if I’m lucky, so the [inaudible 00:38:59] I can here see construction. Okay? So construction is here. So you can not only use what you have. Let’s say business unit, IT production development. I can go here in Power Apps here, and I can go to my data, my choices, and I can modify with whichever I want. Let’s say business unit. Okay. Business unit. Here it is. Operat… IT, product development, operations. I can say MPUG education. Okay. And I don’t want operations anymore, so I will go here and I will say remove. And I have now IT product development, MPUG education. Great. Let’s go. Save it, save it, save it, save it.
Nenad Trajkovsk…: Let’s go here to apps. Let’s go here to project and let’s go here to project. Now new project. Where’s opera…? Oh, already here. Let’s see. It is not refreshed. So I will go back. It should be discard changes because you can see here, new project. MPUG education is here, product development is here, IT is here, operation is gone. So this Project Accelerator is fully customizable. You can fully customize them. Okay.
Nenad Trajkovsk…: That is all folks in the such short time. I strongly recommend for you to install it, use it because it is powerful tool, it is free. Once again, it’s free. And you can do much more with that. At least you have risk, issue, change, status. Let me show you, you can here put status on track, at risk, off track. Issue health, on track, risk. For every single project. So it will be very pity if you don’t use this very powerful tool, which is free of charge for you and it can be much useful for you. So that’s all and I’m open now for any of your question if I can answer it.
Moderator: So we do have a couple of questions, Nenad.
Nenad Trajkovsk…: Okay.
Moderator: So, first one, can you have a generic role as a resource?
Nenad Trajkovsk…: Yes. Yes, of course. In your resources, you can have, it is called generic resources. I will show you here in, let’s say project. You can have… Oh, it’s a little bit difficult for me to… Let me say new. Okay. Resource, user generic. Okay? So you can have generic resource here. Once again, I will go back. Under resource, you don’t have to have all those. You can have generic resource just under your new resource, create generic resource. You can put the name whatever is on developer, and you can set the time zone to which these developer belongs and that’s it. So the answer is definitely yes.
Moderator: Thank you for that. And then second and last question. Can you baseline a plan in project for the web?
Nenad Trajkovsk…: No, no. Project for the web for the moment does not have baseline. Baselines are going to be introduced in a future because Microsoft is still working and it will work for a long time to add new, additional functionalities which are going to be included in project for the web. But you should not compare project desktop, which is here. Okay. With… Oh, let me see. It is opened in my…. Here, you can see them. This is project for the web here. Let me show you here, project for the web. Okay. Is not copy of this. It is project for the web has much less functionality than we are used to use in project for the desktop project professional. By the time Microsoft is adding your functionalities. For the moment, we don’t have a baseline.
Moderator: Thank you for that. So we will thank you so much for the wonderful presentation and for answering these questions. We will… And thank you members for being with us today. This webinar will be available on demand this afternoon. You can watch it again. There’s a way to reach our wonderful presenter with additional questions as well. So please take advantage of that and share it with other members that might be interested. And again, thank you once again. And we will leave this screen up here with this information for you for the next couple of minutes.