Integrating Project Online with Office 365 Planner

Presented by: Jenny Ward

September 13, 2018
Agenda
What is Task Management?

Overview of Project, Planner, and Team

Productivity

Linking Plans to Tasks in Project Online

When to Use Planner vs Project Online

Q & A and Next Steps

Jenny Ward

Senior PPM Specialist

With a well-rounded, 20-year career in IT and a focus on service delivery, Jenny has grown adept at prioritizing
the challenges her clients face and responding effectively. Most recently, she spent 7 years as SharePoint and
Project Server Administrator for a global data and telephony company, a role in which she acted as both
technical and operational director of a Project Management support team. Not only is Jenny comfortable with
installation, maintenance, reporting, and end-user training, but also front-end site design and execution.
Why Clients Choose PPM Works
Our Philosophy: We believe in honesty, integrity, and dedication – our passion for
success drives our team. PPM Works core values start with family and health first to
provide the most for our clients.
• Quality of Services are unmatched
• Trusted Experience
• Listening comes 1st
• Proven Methodology and Templates
• Competitive Pricing
PPM Works Services and Solutions
Each company is unique. One-size-fits-all approaches will never help your business reach its full potential. We deliver
custom PPM solutions and services, tailored to you – your industry, your culture, your one-of-a-kind challenges.

Solutions Services
• Project Online Quick • Report Pack • Project Configuration • Power BI And
Start • PPM Discovery • Mentoring And Support Dashboards
• Industry Solutions • Office 365 Apps • Project Assessments • Microsoft Planning
• PMO On-Demand • PPM Verticals • Hands-on Workshops Services
• Data Warehouse • Custom PPM Solutions • Virtual Upgrades • Training Courses
Learning Objectives
At the end if this webinar, participants will understand the differences
and use cases for Office 365 Productivity tools (highlighting Project
Online and Planner)
Participants will be able to:
1. Understand Task Management and Work
Management
2. Planner and Project Online Use Cases
3. Get started using Planner and Project
(assigning tasks, track progress, and
communicating with your team)
4. Determine when to use: Planner, Project
Online, Linking, and/or Integration
Session Goals

Understanding the
Equip You to Get Make the Most of Your
Microsoft Work
Started Today Time
Management Solutions

Project Online and

Quick Reference Fast-pace,
Planner Use Cases
on Steps to Get Condensed
--
Started Content
When to Integrate

Use Q and A tab for questions

Respond to the Poll in the middle of the session
Live Question and Answer session at the end of the session
Quick Question for Group
What tools does your organization use today to facilitate
collaboration and manage effort? (Project, Excel, O365,
Shared Drives, To Do, Yammer, etc.)

How do you know…

1) Who is working on what?
2) When things are due?
3) If they can be completed on time?
4) If people are working on the right things at the right time?
How You Work
MICROSOFT’S PROJECT AND TEAM PRODUCTIVITY SOLUTIONS

ENTERPRISE P ORTFOLI O
TEAMS MANAGEMENT

FORMAL PROJECT
TEAMS MANAGEMENT

AD HOC WORK
TEAMS MANAGEMENT

TASK
INDIVIDUALS
MANAGEMENT

Tools for all uses Best experience across devices

Seamless Task Enterprise Flexible

Calendars Content
Browser & Management Social & Reporting
& Schedules Management
Desktops Messaging & Analytics

Integrated solutions for individuals, teams and major programs

Project Online and Planner
AD HOC TEAMS FORMAL TEAMS

WORK PROJECT
MANAGEMENT MANAGEMENT

SharePoint Project Online

Foundational solution Plan, Manage
for groups, lists, Execute
workflows and content
sharing. A scalable solution for schedule, resource, cost
and time management. Templates, wizards
Planner and real-time reporting improve controls, while
An Office 365 App team sites, notifications and apps guide team
to create a team, build a plan, members to deliver better results. Designed for
assign tasks and check progress. advanced and formal project management
Planner is about simplicity & ease of approach and allows for Adhoc as well.
ramp up and use.
When to Use Planner vs Project Online
Use Case Planner Project Online
I need to track tasks but I am unfamiliar with project management tools. X
I want to quickly enable my team to use OneNote, Outlook, SharePoint. X
I am resistant to learning a new tool, or don’t have the time to do this now. X
I prefer a detailed WBS, with task dependencies, and task tracking against baselines. X
Our organization uses timesheets to track task progress. X
I need to track progress for all my projects at the portfolio level with executive visibility. X
I need to create custom views, groups, and filters for tasks X
I want to easily track risks, issues, and deliverables X
I want a simplified visual that displays who is doing what and what progress has been Link to Planner
made.
I want to manage my project schedule in Microsoft Project and allow the flexibility for
team members to track and progress their tasks where they prefer. I need visibility of Integration at Task Level
progress and who is doing what.
Use Case Scenarios
1. Planner

2. Project Online

3. Link from Project to Planner

4. Integration from Project to Planner

Use Case Scenario #1
Diane Prescott is a product marketing manager Summary:
for Contoso, which specializes in cutting-edge
• Planning efforts
consumer technology. She’s leading the
planning efforts for an upcoming tech • Coordinates tasks by email
conference where Contoso will showcase one • Daily Progress (by phone)
of its newest products, a virtual reality headset
named the Wingtip. • Contoso has robust project management
software
She spends most of her time coordinating
tasks by email and debriefing on progress • Too involved for Diane, whose expertise is in
with her team once a day by phone. marketing, not project management.
Contoso has robust project management
software, but it’s much too involved for Diane,
whose expertise is in marketing, not project
management.
Planner Task Board
New Office 365 service
Fully integrated into the
suite and Office 365
Groups

Build your team

Built in experience for
My work organized adding members and
Access the Planner assigning work
Hub, My Tasks, and
all Plans ordered by
activity
Customizable columns
Customize each board to
the exact needs of your
team, process, and
content.
Interactive Boards
Track and organize
your team’s work by Visual and engaging
moving cards between Document previews,
columns images, and summary in
stats make it easy to get
an overview
Planner Task Details
Focus on the details
Rich details experience include
progress, start and due dates,
assignments, and description.

Custom labels
Highlight key tasks with
colorful customizable labels.

Checklists
Breakdown complex items
into manageable steps. Jot
down ideas to make
progress (GA)
Documents and attachments
Easily upload new files, attach
links, or pick from existing
OneDrive for Business content

Conversations
Discuss each task to get things
done. Conversations show up
in Outlook clients and are
powered by the Outlook
services.
Planner Hub and Charts
Built in Charts
See the latest stats. Drill
into charts to see specific
tasks for each category.

Favorite Plans
See stats across your
favorite plans
Planner and Project Demo
• Planner
• Project Online
• Project Link to Planner
• Project to Planner Integration
Use Case Scenario #2
Raul Peterson is a project manager for Summary:
Contoso, which specializes in cutting-edge • Project pro is known
consumer technology. He manages many • Cross-project Task view
projects across the organization and • Automate status reports
requires visibility as to the status of his • Track Issues, Risks and create cross project
projects. He needs more time in the day dependencies
for project status. Raul needs to create
cross project dependencies, and track
issues and risks across projects. Contoso
has robust project management
software and Raul wants to use it.
Task Management
Project Creation, Task Updates, and Document Approval Workflow
Leveraging out of the box Project Creation and tracking/approval
capabilities
Risk / Issue Management

Flexible Reporting including Excel, Power BI, Dashboarding

Team Collaboration and Doc Management
Easy Collaboration with Project Site and Documents at a
project or task level.
Use Case Scenario #3
Mary Cooper wants to manage her project
in Project and allow for detailed work to be
completed/tracking in Planner. She does
not want the two to sync. She prefers
Summary:
them separate.
• Allows link from Project to Planner
As a project manager she wants her teams
• Project Task to Planner Plan
to stay happy and choose their preferred
tool, however, the teams do not track at • Task status is not connected
the same level as her project calls for.
They need to be able to link to the details
in Planner if Project Managers need to get
to Planner. Looking for a central
repository for projects.
Linking Plans to a Project Task
Note: You need Project Professional (via Project Online) to see the
new Planner Link on the Task ribbon

This update is only

available for Office
365 subscriptions.
Linking Plans to a Project Tasks

The guide will open to the left of the project schedule.

• Select the link to view a list of Office 365 Groups Both the project and
• Start typing to search for a group the task must be
published to create
the link.
Planner and Project Demo
• Planner
• Project Online
• Project Link to Planner
• Project to Planner Integration
Use Case Scenario #4
Diane Prescott and Raul Peterson both
work for Contoso, which specializes in
cutting-edge consumer technology. As a
product manager and project manager
Summary:
they both want the flexibility to choose
how they manage their projects and tasks. • Tool integration allows for using both
Planner and Project Online
They need to be able to associate files • Document libraries
with individual tasks and provide a
central repository for project and task • Portfolio-level and project-level status
reports
related documents. Their managers want
to see reports for all of their projects. • Custom views
They also want to be able to view high– • Best of both worlds
level project status.
Integration from Project Online to Planner
We perform all types of Integrations:
1) Leverage existing tools (ours and partner created)
2) Deploy Standard Operating Procedures
3) Implement process change
4) Develop custom code and apps
5) Feature set deployment – working with Microsoft on
future releases
Integration Planning: Understand your
needs and provide you with options
Integration from Project Online to Planner
Bi-Directional Sync to/from Project Online
to Planner
• Project Online Task to Planner Task
• Option to set the Sync per Task
• Schedule Sync or perform On Demand
• Associate Project Task to specific Planner Bucket

What happens with the Sync?

1. Sync will create a new Planner Plan
2. Email to the group that the Plan was created
3. Establishes link between Project and Planner
4. Allows for progress from either tool
Progress to % Complete

Flexibility on where the team updates

and creates tasks
Planner and Project Demo
• Planner
• Project Online
• Project Link to Planner
• Project to Planner Integration
Roadmap to PPM Maturity Across the Organization
Enterprise

Your Opportunity PPM is optimized across

Cross the enterprise with a
focus on continuous risk
Portfolio mitigation and value
creation
Value to Organization

PPM is adopted and used

Project consistently across
Project portfolio
multiple organizations
Portfolio and portfolios performance and risk
data is understood and
Portfolio analysis is Portfolio Analysts can can be compared at the
repeatable, predictable, compare and leverage individual, cross-LOB,
and consistently used to portfolio analysis and enterprise levels
Project evaluate and optimize information across
Inventory project portfolio selection multiple departments Senior leadership is able
to leverage PPM analysis
Consistent measures
Ad hoc Processes are defined & Portfolio Management enable cross portfolio
when allocating funds to
documented, and most teams are able to analysis, selection, various portfolios
projects are aligned to understand, analyze, & planning and
No Portfolio Business Driver recommend optimal management that Ability to measure and
Inventory or Process portfolio bundles and supports predictive benchmark entire
-“Just Do It/FIFO” All projects are schedules to technology modeling and internal / portfolio lifecycle
-Success is random consistently captured in and business partners external benchmarking
-Poor transparency
a project inventory

Stages of Excellence
Basic World-Class

Crawl Walk Run Well-oiled Machine

Feature Comparison
Feature Planner Project Online
Mobile Friendly views + +
Security – who can view/edit project/plan + +
Upload documents associated with projects + +
Assign task to multiple resources + +
Associate documents with individual tasks + +
Track progress + +
Graphical task-level view + +
My Task Summary view + +
Project-level discussion and collaboration + +
Task-level discussion and collaboration + -
Included in Office365 Suite (no additional license cost) + -
Feature Comparison
Feature Planner Project Online
Scheduling engine (Start and Finish calculated by pred/succ tasks - +
Portfolio Views - +
Portfolio Views with indicators - +
Supports Master Projects/Sub Projects - +
Create custom views - +
Custom project-level fields - +
Track effort and cost - +
Manage issues, risks, and deliverables - +
Customize the User Interface - +
Timesheets - +
Multiple levels of tasks supported + +
Schedule Templates + +
Question and Answer
PPM Works Upcoming Events and Webinars
 Calls To Action
1. Start incorporating these techniques today
2. Register for the PPM Summit in Burlington,
LinkedIn: https://www.linkedin.com/in/jnwdesign/ and
MA at ppmworks.com/events
https://www.linkedin.com/company/ppm-works-inc-
Our Site: www.ppmworks.com 3. Check out our Blogs / webcasts
Blog: http://blogs.ppmworks.com 4. Get LinkedIn with me (Your Name)
5. Get LinkedIn with PPM Works
6. Send questions to Info@ppmworks.com
Contact Us

We’d Love to Hear From You-

Get In Touch With Us!

Address: 30 Newbury Street, Boston, MA 02116

Phone: 888-858-3060
Email: info@ppmworks.com
Web: www.ppmworks.com

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