1. project task assignment and update - western sydney · 2019-09-05 · 1. click on this if this...
TRANSCRIPT
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1. Project Task Assignment and UpdateProject Manager / Task Assignee
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1.1 Project Task AssignmentProject Manager
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Update Project Tasks
ServiceNow PPM: Project Monitoring
Introduction
How to identify, update and assign a project task
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Project Monitoring is the process of managing and monitoring the
execution of a project
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Update Project Tasks
ServiceNow PPM: Project Monitoring
The ‘Details’ tab shows the project form and all the fields holding
information regarding the project.
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Update Project Tasks
ServiceNow PPM: Project Monitoring
1. Scroll to the bottom of the form to view Related Lists or click on
‘New’ to add new project tasks. This is the work breakdown
structure created during project planning process.
2. Click on the project number to view / update the project task
Please Note: Project managers can click on edit to add existing tasks
from other projects but this is not recommended.
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Identify milestone and assignee
ServiceNow PPM: Project Monitoring
1. Click on this if this is a milestone task and click on key
milestone if it is a reportable milestone. Once the milestone is
achieved, you can update the state of the project task.
2. If it is not a milestone task, assign a user who will be assigned
to work on the project task. The user would be notified by the
system about the assignment.
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1.2 Working on Project TasksTask Assignee
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Open Assigned Project Tasks
ServiceNow PPM: Project Monitoring
Introduction
How to view an assigned project task form the email
Task Assignee will receive a notification as above. Click on the
given link to view and work on the project task.
Project Monitoring is the process of managing and monitoring the
execution of a project
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Open Assigned Project Tasks
ServiceNow PPM: Project Monitoring
Introduction
How to view My Assigned Project Tasks
1. Alternately, on the left hand panel, type in ‘project task’ to
filter through the menu options
2. Click on ‘Assigned to me’ under Project Tasks to show all
tasks assigned to you.
3. Click on the required project task number to open the form
and work on it.
Project Monitoring is the process of managing and monitoring the
execution of a project
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Work on Project Tasks
ServiceNow PPM: Project Monitoring
1. Change state to ‘Work in progress’ when working on the task
and update the form.
2. Update the Percent Complete field (below state field) as you
progress and work through the task.
3. Change the state to ‘Closed Complete’ on completion of the
project task and Save or Update the form.
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2 RAID LogProject Manager
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2.1 Logging of RiskProject Manager
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Create Risk
ServiceNow PPM: Project Monitoring
Introduction
How to create / update risks for a project
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel, type
in ‘project workspace’ to filter
through the menu options
2. Click on ‘Project Workspace’
under the Project application.
3. Select and click on a project
card
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Tips
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Create Risk
ServiceNow PPM: Project Monitoring
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1. Click on Details to view project details and related lists
2. Click on ‘Risks’ related list tab at the bottom of the form.
3. Click on ‘New’ to create a new risk.
Note: Up to 5 risks can be reported on a single page of the
PHR report.
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Create Risk
ServiceNow PPM: Project Monitoring
4. Enter Risk Title and other details
5. Set Likelihood & Impact. System will set the Risk Rating
accordingly.
6. Click on this checkbox if the risk is reportable.
7. Submit to submit the risk and navigate back to the project form.
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Update Risk
1. Click on ‘Risks’ related list tab at the bottom of the form.
2. If risks already exist, click on the Risk Title to open and
update the risk form.
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ServiceNow PPM: Project Monitoring
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Update Risk
3. Update the fields if required e.g. Mitigation Strategy, Work
notes, etc.
4. If risk has been closed, set state to closed.
5. Also set Post treatment Likelihood and Post Treatment
Impact which would set port Treatment Risk Rating
Accordingly and then save / update the form.
Note: Project High Level Report reports on the Risk’s Post
Treatment Risk Rating and not Risk Rating field.
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2.2 Logging of ActionProject Manager
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Create Actions
ServiceNow PPM: Project Monitoring
Introduction
How to create / update actions for a project
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel, type
in ‘project workspace’ to filter
through the menu options
2. Click on ‘Project Workspace’
under the Project application.
3. Select and click on a project
card
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Tips
2
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Create Actions
ServiceNow PPM: Project Monitoring
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1. Click on Details to view project details and related lists
2. Click on ‘Actions’ related list tab at the bottom of the form.
3. Click on ‘New’ to create a new action.
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Create Actions
ServiceNow PPM: Project Monitoring
4. Enter short description and due date field
5. Set ‘Assigned to’ field to a WSU user
6. Set Priority and Impact fields.
7. Click on Submit to submit the action and navigate back to the
project form.
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Update Actions
1. Click on ‘Actions’ related list tab at the bottom of the form.
2. If actions already exist, click on the Action Number to open
and update the action form.
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ServiceNow PPM: Project Monitoring
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Update Actions
3. Update the fields if required.
4. If action has been closed, set state to closed and if not, set
state to Work in Progress. Once updated, save / update
the form.
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2.3 Logging of IssuesProject Manager
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Create Issues
ServiceNow PPM: Project Monitoring
Introduction
How to create / update issues for a project
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel, type
in ‘project workspace’ to filter
through the menu options
2. Click on ‘Project Workspace’
under the Project application.
3. Select and click on a project
card
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Tips
2
3
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Create Issues
ServiceNow PPM: Project Monitoring
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1. Click on Details to view project details and related lists
2. Click on ‘Issues’ related list tab at the bottom of the form.
3. Click on ‘New’ to create a new issue.
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Create Issues
ServiceNow PPM: Project Monitoring
4. Enter short description
5. Set ‘Assigned to’ field to a WSU user
6. Set Priority and Impact fields.
7. Click on Reportable checkbox if this issue is to be reported on
the PHR report.
8. Click on Submit to submit the issue and navigate back to the
project form.
Note: Up to 5 issues can be reported on a single page of the PHR
report.
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Update Issues
1. Click on ‘Issues’ related list tab at the bottom of the form.
2. If issues already exist, click on the Issue Number to open
and update the issue form.
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ServiceNow PPM: Project Monitoring
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Update Issues
3. Update the fields if required.
4. Tick on the checkbox if the issue is reportable.
5. If issue has been closed, set state to closed and if not, set
state to Work in Progress. Once updated, save / update
the form.
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2.4 Logging of DecisionsProject Manager
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Create Decisions
ServiceNow PPM: Project Monitoring
Introduction
How to create / update decisions for a project
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel, type
in ‘project workspace’ to filter
through the menu options
2. Click on ‘Project Workspace’
under the Project application.
3. Select and click on a project
card
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Tips
2
3
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Create Decisions
ServiceNow PPM: Project Monitoring
1
1. Click on Details to view project details and related lists
2. Click on ‘Decisions’ related list tab at the bottom of the
form.
3. Click on ‘New’ to create a new decision.
Note: Up to 3 decisions can be reported on a single page of
the PHR report.
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Create Decisions
ServiceNow PPM: Project Monitoring
4. Enter short description and due date.
5. Set ‘Requestor’ field to a WSU user
6. Click on Submit to submit the decision and navigate back to the
project form.
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Update Decisions
1. Click on ‘Decisions’ related list tab at the bottom of the
form.
2. If decisions already exist, click on the Decision Number to
open and update the decision form.
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Update Decisions
3. Update the fields if required.
4. Tick on the checkbox if the decision is reportable.
5. If decision has been closed, set state to closed and if not,
set state to Work in Progress. Once updated, save /
update the form.
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3. Timecard Submission & ApprovalTimecard User / Project Manager / Finance Team
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3.1 Add Resources for TimecardProject Manager
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Add Resources
Introduction
How to add resources
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel, type
in ‘project workspace’ to filter
through the menu options
2. Click on ‘Project Workspace’
under the Project application.
3. Select and click on a project
card
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Configure and update the projects
filter so only projects that you are
interested in are displayed
Tips
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3
ServiceNow PPM: Project Monitoring
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Add/Update Resource plans
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Note: In the event that a user is not
configured in the rate card level group, a
project manager should contact the PPM
admin to add the user to the appropriate
rate card level group.
1. Click on ‘Resource’
to view Resource
plans
2. Click on New to
add a resource
plan.
3. A window will pop-
up to add resource
plan details. Fill out
the details. If the
Resource type is
Group, add in the
rate card level
group. Once the
form is updated,
click on Save &
Request.
4. System will auto
calculate and add
a new cost plan of
type ‘Labor Capex’
under Financials
tab at the top.
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Add Timecard Users
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5. Alternately, you can click on Details tab at the top and scroll
down to the bottom tabs. Click on ‘Project Tasks’
6. Click on the project task number for which the user will enter
time.
7. Click on the lock icon next to Timecard User field text to add
users. This would add them as resources for the project.
Note: All users should be part of timecard users group. If you want
to add any users to the group, please contact PPM admin.
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3.2 Timesheet SubmissionTimecard User
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Open Time Sheet portal
ServiceNow PPM: Project Monitoring
Introduction
How to submit time sheet
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel,
type in ‘time sheet’ to
filter through the menu
options
2. Click on ‘Time Sheet
Portal’ under the Time
Sheets application.
3. The time sheet portal will
open in a new tab
Note: You will need to have
the ‘timecard_user’ role to
view TimeSheets and Time
Sheet Portal.
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Tips
2
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Generate Time Card
ServiceNow PPM: Project Monitoring
1
1. Click on Generate Time Cards to generate time cards for assigned
projects or project tasks (shown on the left).
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Log hours for Time Card
ServiceNow PPM: Project Monitoring
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2. Fill out the hours for respective project tasks by clicking here.
3. Click on Submit to submit the timecard for approval.
Note: This goes to the project manager for approval. If time card
gets rejected by the project manager, system notifies the user.
The user has to make adjustments to the timecard and re-submit
it.
You cannot add more than 24 hours to any day.
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3.3 Timecard ApprovalProject Manager
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View Pending Timecard Approvals
ServiceNow PPM: Project Monitoring
Introduction
How to approve timecard
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel,
type in ‘time sheet’ to filter
through the menu options
2. Click on ‘Pending
Approval’ under the Time
Sheets application.
3. Click on the icon and then
Open Record to open the
time card to approve it.
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Tips
2
3
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Approve Time Card
ServiceNow PPM: Project Monitoring
1
1. Click on Approve to Approve the time card.
Once approved, the time card status changes to Processed.
When all timecards are approved, the time sheet changes to
Processed.
If rejected, the user receives a notification and the user needs to
make adjustments to the time card and re-submit it.
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3.4 Extract monthly timecard expense reportFinance Team
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Extract Time Card Expense
ServiceNow PPM: Project Monitoring
Introduction
How to extract time card expense reports
1. On the left hand panel, type in ‘time card expense’ to filter
through the menu options
2. Click on either of the reports to view expense reports.
3. View and export the report from here.
Finance team will update Oracle with timecard expense against
each project..
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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4. BudgetingProject Manager
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Update Financial Budgeting
ServiceNow PPM: Project Monitoring
Introduction
How to update the project financial budgeting information
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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Update Financial Budgeting
ServiceNow PPM: Project Monitoring
The ‘Details’ tab shows the project form and all the fields holding
information regarding the project.
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Update Financial Budgeting
ServiceNow PPM: Project Monitoring
1. This is the project ID copied from Oracle to ServiceNow by
project / portfolio manager during project initiation process.
1
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Update Financial Budgeting
ServiceNow PPM: Project Monitoring
2. The integration runs at 4:AM every morning which brings the
financial data from Oracle to ServiceNow based on the Project
ID entered earlier.
2
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Update Financial Budgeting
ServiceNow PPM: Project Monitoring
3. The checkbox for ‘Auto update Curr. Budget from Oracle’ is
checked by default. When it is checked, the system will
update the Current Budget FY entry in project budget related
list at the bottom of the form as well as the Current Budget FY
and Current Budget PL fields under Financials tab.
Note: Project Manager can uncheck the field but only portfolio
manager can manually update the Capital / Operating budget
entries in project budget related list at the bottom of the form.
3
3
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5. Recording of RevenueProject Manager
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Recording of Revenue
ServiceNow PPM: Project Monitoring
Introduction
How to update the project revenue information
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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Recording of Revenue
ServiceNow PPM: Project Monitoring
The ‘Details’ tab shows the project form and all the fields holding
information regarding the project.
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Recording of Original and Current Revenue
ServiceNow PPM: Project Monitoring
1. Enter ‘Original Revenue PL’ and ‘Current Revenue PL’ field
values.
1
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Recording of Forecast Revenue
ServiceNow PPM: Project Monitoring
2. Scroll to the bottom of the form and click on Benefit Plans
related list.
3. Click on ‘New’ to create a benefit plan to record a forecasted
revenue for a given fiscal period.
2
3
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Recording of Forecast Revenue
ServiceNow PPM: Project Monitoring
4. Enter name, start fiscal period, end fiscal period and entered
benefit.
5. Click on ‘Submit’ to submit this record.
6. System updates the ‘Forecast Revenue’ field on the project
form under Revenue section with the value filled in this field.
4
4
5
5
6
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6. ForecastingProject Manager / Finance Team
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6.1 End of Year ForecastingProject Manager
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EOY Forecasting
ServiceNow PPM: Project Monitoring
Introduction
How to perform End of Year forecasting
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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EOY Forecasting
1. Click on the financial tab to view Cost Plans
2. Click on the i icon next to cost plan name to open an existing
cost plan.
3. Extend the End fiscal period to the desired period in next fiscal
year.
4. This would add new entries in cost plan breakdown based on the
updated fiscal year and update the status of the cost plan
breakdown to Draft.
.
1
2
4
3
ServiceNow PPM: Project Monitoring
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EOY Forecasting
5. Click here to update the values for next fiscal period e.g. FY20:
M01 and FY20: M02
Note: This gets sent for Funds Check Approval process to the
portfolio manager which takes place outside of the system. Once
approval is received, change cost plan breakdown status to
Complete.
.
5
ServiceNow PPM: Project Monitoring
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6.2 Additional Fund RequestProject Manager
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Create a Project Change Request
ServiceNow PPM: Project Monitoring
Introduction
How to create a project change request
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Note: PCR is required if additional budget is needed for delivery
of the project
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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Create a Project Change Request
ServiceNow PPM: Project Monitoring
The ‘Details’ tab shows the project form and all the fields holding
information regarding the project.
Scroll to the bottom of the form to related tables and click on
‘Project Change Requests’ and click on New to create a new
record.
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Update Project Change Request
1. Enter Title, description and Business Justification.
2. Set Category as Resource / Scope / Schedule / Cost
3. Enter estimated cost, impact and due date.
4. Change state to work in progress.
5. Change approval field to ‘Requested’ and wait for approval from
the portfolio manager. The approval process would take place
outside of the system.
6. Once the offline approval process is completed, change approval
field to approved and state to ‘Closed Complete’
Note: The PCR approval would take place outside the system. Once
approved, portfolio manager would inform finance team about change
in project budget.
Finance Team would then update the Oracle Current Budget FY
which would copy over to ServiceNow when the daily 4 AM feed runs.
1
2
3
54
ServiceNow PPM: Project Monitoring
6
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Update Project Change Request
Update relevant month’s planned cost breakdown value with new
approved value.
ServiceNow PPM: Project Monitoring
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6.3 Update of Forecasting within budgetProject Manager
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Update Forecasting
ServiceNow PPM: Project Monitoring
Introduction
How to create a project change request
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Note: PCR is required if additional budget is needed for delivery
of the project
Project Monitoring is the process of managing and monitoring the
execution of a project.
2
1
3
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Update forecasting
ServiceNow PPM: Project Monitoring
1. Update the entries as per actuals for the required months.
Ensure that total forecast cost is within the approved current
budget.
2. Updated entries shown as below
1
1
2
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6.4 Completion of cost plan breakdownProject Manager
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Complete Cost Plan Breakdown
ServiceNow PPM: Project Monitoring
Introduction
How to complete cost plan breakdown
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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Complete Cost Plan Breakdown
1. Click on the financial tab to view Cost Plans
2. Click on the i icon next to cost plan name to open an existing
cost plan.
3. Update all draft status for cost plan breakdown to Complete
.
1
2
3
Note: This activity is to be completed before end of month by all
project managers.
ServiceNow PPM: Project Monitoring
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6.5 Extract Approved Cost Plan breakdownFinance Team
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Extract Approved Cost Plan
ServiceNow PPM: Project Monitoring
Introduction
How to update the project financial budgeting information
1. On the left hand panel, type in ‘cost plan’ to filter through the
menu options
2. Click on ‘Approved Cost Plan breakdown report’ to show all
approved records.
3. View and export the report from here.
Note: Finance team will extract this report after end of each
month and enter the forecasted cost in TM1 system.
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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7. Recording of ActualsProject Manager
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Recording of Actuals
ServiceNow PPM: Project Monitoring
Introduction
How to update the project‘s actual expenditure
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Project Monitoring is the process of managing and monitoring the
execution of a project
2
1
3
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Recording of Actuals
ServiceNow PPM: Project Monitoring
The ‘Details’ tab shows the project form and all the fields holding
information regarding the project.
Scroll down and click on the Financials Tab
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ServiceNow PPM: Project Monitoring
Recording of Actuals
Scroll down to Financials Tab
1. Copy the value from ‘Actual Expenditure FY ME (Oracle)’
under Oracle section.
2. Paste the copied value to Actual Expenditure FY ME under
ServiceNow section.
2
1
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ServiceNow PPM: Project Monitoring
Recording of Actuals
3. Copy the value from ‘Actual Expenditure MTD ME (Oracle)’
under Oracle section.
4. Navigate down to the bottom of the page and click on ‘Cost
Plans’
5. Right click on the cost plan name and click on ‘Create
Expense Line’ link.
5
3
4
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ServiceNow PPM: Project Monitoring
Recording of Actuals
6. Update the date field to the end date of previous month.
7. Paste the copied amount for Actual Expenditure MTD ME
(Oracle) to Amount field
8. Update the Process date to current date and state to
Processed
9. Submit the form or right click on the form header and click on
Save to stay on the same form.
6
9
8
7
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ServiceNow PPM: Project Monitoring
Recording of Actuals
10. System will update Actual Expenditure PL ME value under
Financials tab in ServiceNow section.
10
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ServiceNow PPM: Project Monitoring
Calculation Completion Estimates
11. Scroll down to the bottom of the form and click on Cost Plans
tab.
12. Click on the cost plan name to view the details.
13. Validate that the Total actual cost field has been updated with
the correct amount
14. Actual against previous month’s forecast cost is also updated
in the cost plan breakdown related list at the bottom.
11
12
13
14
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ServiceNow PPM: Project Monitoring
Calculate Completion Estimates
1. Scroll down a bit to view Related Links and click on ‘Calculate
Completion Estimates’.
2. System will calculate the Estimate at completion and Estimate
to completion field values.
Note: This activity should be completed on or after day 4
1
2
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Calculate Completion Estimates
ServiceNow PPM: Project Monitoring
1. Alternately, navigate back to the Project Workspace >
Details tab and scroll to the bottom of the form to click on
‘Calculate Completion Estimates’ under Related Links. Once
done, reload the form.
1
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Calculate Completion Estimates
ServiceNow PPM: Project Monitoring
2. Reload the form after clicking on ‘Calculate Completion
Estimates’ and scroll down to the middle section on the form
and click on Financials tab.
System would update the highlighted fields with calculated values.
2
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8. Generate PHRProject Manager
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Create Project Status Report
ServiceNow PPM: Project Monitoring
Introduction
How to generate Project High Level Report (PHR)
Project Monitoring is the process of managing and monitoring the
execution of a project
1. On the left hand panel, type
in ‘project workspace’ to filter
through the menu options
2. Click on ‘Project Workspace’
under the Project application.
3. Select and click on a project
card
1
Click on the ‘star’ icon
besides the module to have this menu option in your ‘favourites’ tab
Tips
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Create Project Status Report
ServiceNow PPM: Project Monitoring
1
1. Click on Details to view project details and related lists
2. Click on the Status Reports related list tab at the bottom of
the form.
3. Click on ‘New’ to create a new project status report
Note: This activity is to be completed after day 4
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Create Project Status Report
ServiceNow PPM: Project Monitoring
4. Click on the first tab ‘Overall Status’ and set the Overall
health status of the report.
5. Fill out Executive Summary. Ensure you do not exceed
300 characters for PSR and PHR reporting..
6. Fill out Key Activities planned. Ensure you do not exceed
beyond 2 lines for PHR reporting.
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Create Project Status Report
ServiceNow PPM: Project Monitoring
7. Click on Schedule tab and fill out Schedule and
comments.
8. Click on Cost tab and fill out Cost and comments. Make
sure the comments do not exceed more than 1 line for
PHR reporting.
9. Click on Resources tab and fill out Resources and
comments.
10. Click on Scope and fill out Scope and comments.
11. Click on Save or Update.
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Generate Project High Level Report
ServiceNow PPM: Project Monitoring
1
1. Click on Details again to view project details and related
links
2. Click on ‘Project High Level Report’ to generate PHR
report
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Generate Project High Level Report
ServiceNow PPM: Project Monitoring
33. Print the report from the browser using the landscape
mode.
Recommended Approach: To ensure the PHR gets printed
in one page, please make sure you don’t add more than 5
milestones, 5 risks, 5 lines under key priorities and 3 lines
under key decisions.
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© 2018 Deloitte Consulting Pty Ltd. All rights reserved.
Print PHR
ServiceNow PPM: Project Monitoring
1. Change to
‘Save as PDF’
or select your
company
printer
2. Set the layout
as ‘Landscape’
3. Make sure that
paper size is
A4
4. Set the margin
to ‘None’
5. Click on the
option for
‘Background
graphics’
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9. Project Change Request (If applicable)Project Manager
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Create a Project Change Request
ServiceNow PPM: Project Monitoring
Introduction
How to create a project change request
1. On the left hand panel, type in ‘workspace’ to filter through
the menu options
2. Click on ‘Project Workspace’ to show all projects.
3. Click on the required project to open it.
Note: PCR is required if additional budget is needed for delivery
of the project
Project Monitoring is the process of managing and monitoring the
execution of a project
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Create a Project Change Request
ServiceNow PPM: Project Monitoring
The ‘Details’ tab shows the project form and all the fields holding
information regarding the project.
Scroll to the bottom of the form to related tables and click on
‘Project Change Requests’ and click on New to create a new
record.
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Update Project Change Request
1. Enter Title, description and Business Justification.
2. Set Category as Resource / Scope / Schedule / Cost
3. Enter estimated cost, impact and due date.
4. Change state to work in progress.
5. Change approval field to ‘Requested’ and wait for approval from
the portfolio manager. The approval process would take place
outside of the system.
6. Once the offline approval process is completed, change approval
field to approved and state to ‘Closed Complete’
Note: The PCR approval would take place outside the system. Once
approved, portfolio manager would inform finance team about change
in project budget.
Finance Team would then update the Oracle Current Budget FY
which would copy over to ServiceNow when the daily 4 AM feed runs.
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ServiceNow PPM: Project Monitoring
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10. Using and Navigating ServiceNowProject / Program / Portfolio Manager
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ServiceNow PPM Tip Sheet
Use the navigator to find all things related to projects, including how to create one.
1. Type project in the navigator search bar2. Click on “Workbench” to view all portfolios
(only accessible to the portfolio manager)3. Click on “Create New” to create a new
portfolio (only accessible to the portfolio manager)
4. Click on “All” to open all portfolios in a list view (only accessible to the portfolio manager)
5. Click on “Workbench” to view all programs (only accessible to the portfolio manager and program managers)
6. Click on “All” to open all programs in a list view (only accessible to the portfolio manager and program managers)
7. Click on “Project Workspace” to view all projects
8. Click on “Create New” to create a new project
9. Click on “All” to open all projects in a list view.
10. Click on templates to view project templates if any exist.
Introduction
ServiceNow Guidelines and help Tips
Project Monitoring is the process of managing and monitoring the
execution of a project
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ServiceNow PPM Tip Sheet
The list view allows the user to search for a particular project/program/portfolio or see all the records that meet certain criteria.
From the list view, a user can:
1. Personalise which column information they see by clicking the gear icon which would open a new window and then adding or removing columns, and clicking “OK”.The default columns are Number, Project Name, Project manager, Portfolio, Planned start date, Planned date, Priority, State and Percent complete.
2. Right click on any column header to sort the list in ascending or descending order of that field value.
3. Group the list by the column’s field value.
4. Produce graphs
5. Export project/program/portfolio data list view to show all records and utilize the exported data for reporting
6. Click on a project number to open the project form.
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ServiceNow PPM Tip Sheet
The list view allows the user to search for a particular project or see all the projects that meet certain criteria.
Adding filters:
1. From the drop down list the user can select the column that they wish to filter by, enter the value that it must equal, and then press “Enter” on the keyboard
or
2. Click on the funnel icon to expand the filter creation tool, build more complex filter conditions, and click “Run”
or
3. Click on the search icon, type the desired conditions into the columns, then press “Enter” on the keyboard
or
4. Right click on a value of any column with the desired value and either filter to only show this value using ‘Show Matching’ or filter to remove this value using ‘Filter Out’.
Filters can be added to the users Favourites menu by clicking and dragging the filter.
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ServiceNow PPM Tip Sheet
Shortcut Explanation
Shift Select multiple sequential items in your list view by clicking and dragging,
e.g. calls, incidents, requests
Ctrl Select multiple items in your list view, e.g. calls, incidents, requests
Ctrl + Alt + G Activate global search field in top right hand corner
Ctrl + Alt + C Toggle application navigator (left hand pane)
Ctrl + Alt + F Activate application navigator search bar (left hand pane)
Wildcard Explanation Example
% Single character wildcard
search
te%t will find words such as ‘text’ or ‘test’
printer% will find results that start with
‘printer’ and %printer will find results that
end with printer
* Multiple character wildcard
search
pl*d will find words such as ‘planned’ or
‘placed’
*printer will find results that contain ‘printer’
= Equal to wildcard search =printer will find ‘printer’ only
!= Not equal to wildcard
search
!=printer will generate anything that is not
equal to ‘printer’
Search shortcuts Explanation Example
“ ” Exact phrase search containing
one or more words
“citrix problems”
Note: this ignores stop words
(at, the, in), punctuation and
wildcards
OR or vertical bar
symbol (|)
Search results that contain one
term or another
“email OR password”
“email | password”
AND Search results that contain all
terms listed
“email AND password”
“citrix AND internet AND laptop”
NOT or minus (-) or
exclamation mark (!)
Excludes results that contain
the term after the NOT search
“email NOT password”
“email !password”
“email –password”
Search shortcutsNote: these can only be used in global text search field, knowledge base search and list search for text
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Field Map for Project High Level Report financials figures.
Please find the mappings from the PHR report to the
ServiceNow project form (Financial & Revenue tab)
Source field Source field section Accessible from PHR Report field
Original Budget FY Financials tab Project -> Project Workspace -> Details
Original Budget (Financial Year)
Original Budget PL Financials tab Project -> Project Workspace -> Details
Original Budget (Project Life)
Current Budget FY Financials tab Project -> Project Workspace -> Details
Current Budget (Financial Year)
Current Budget PL Financials tab Project -> Project Workspace -> Details
Current Budget (Project Life)
Actual Expenditure FY ME Financials tab Project -> Project Workspace -> Details
Actuals (Financial Year)
Actual Expenditure PL ME Financials tab Project -> Project Workspace -> Details
Actuals (Project Life)
Committed PL Financials tab Project -> Project Workspace -> Details
Committed (Project Life)
Contingency PL Financials tab Project -> Project Workspace -> Details
Contingency (Project Life)
Estimate at completion PL Financials tab Project -> Project Workspace -> Details
Estimate at Completion(Project Life)
Original Revenue PL Revenue tab Project -> Project Workspace -> Details
Original Revenue (Project Life)
Current Revenue PL Revenue tab Project -> Project Workspace -> Details
Current Revenue (Project Life)
Forecast Revenue PL Revenue tab Project -> Project Workspace -> Details
Forecast Revenue (Project Life)