project portfolio management ppm user guide employees & consultants version 1.1

Project Portfolio ManagementPPM

User GuideEmployees & Consultants

Version 1.1

]project-opem[ 2007, Title / Speaker / 2

Project Portfolio Management PPMConsultant & Employee User Guide

Overview Structure Workflows Basic Navigation Timesheet Expenses Absence Remaining Tabs

Overview

PPM OverviewWhat is Project Portfolio Management?

Term used by software companies and consulting firms to describe various approaches characterized by treating project management (PM) projects as part of an overall project investment portfolio.

PPM advocates see it as a shift away from one-off, ad hoc approaches to project management.

Most PPM tools and methods attempt to establish a set of values, techniques and technologies that enable visibility, standardization, measurement and process improvement. PPM tools attempt to enable organizations to manage the continuous flow of projects from concept to completion

PPM OverviewWhat is the CTP PPM tool?

Timesheet– From creation to approval by

Engagement Owner or Group Manager Absence Requests

– From creation to approval by Engagement Owner or Group Manager

Expense– From creation to approval by

Engagement Owner or Group Manager Engagements: T&M or FTFP

– Creation, performance tracking, financial tracking, invoice generation

Staffing– Assignment of Consultants & Sub-

contractors to Engagements Solutions

– Creation, performance tracking, financial tracking

Pre-Sales Activities– Prospects, RFPs– Performance tracking, financial

tracking Group Management

– Users– Groups– Directory

Customer Management Performance

– Engagement– Delivery Area– Customer– Office

Phase 1 of the CTP PPM tool is being implemented for the following business areas:

PPM OverviewWhat is the CTP PPM Tool?

Project / Portfolio Management– Time sheet Management – Issue Management – Gantt Charts – Reporting (Project) – Data Warehouse Time Sheet Cube – Controlling – Risk Management – Workflow– Resource Management – Project Chat Rooms – Project File Manager – Expense Tracking – Project Management Methodology – Skills Management – Project Completion Tracking – Calendar – Freelance Database

Finance– Finance Reporting – Cost-Center-Extension– Project Controlling – Quoting/Invoicing

Human Resource– Unified Employee File – Employee Payroll Information

CRM– Customer Contact Management – Integrated Customer Interaction

History – Customer Tracking

Knowledge Management– Search engine – Wiki – Expert Finder – Portraits – Incident Management

]po[ Functionality at a glance

LegendPhase 1

Never...

PPM OverviewTerminology

Engagement – a delivery activity undertaken for a client Engagement Mode – pricing model of an engagement (T&M,

Managed T&M or FTFP) Delivery Area – All or part of the delivery activities undertaken for

a customer (owned by a Delivery Manager) Timesheet – record of engagement and non-engagement hours

worked by the consultant or sub-contractor Expenses – record of engagement and non-engagement

expenditure to be claimed back by the employee or sub-contractor Absence Request – record of time unavailable for assignment to

an engagement, for either business or personal reasons Workflow – end to end definition of creation, rejection & approval

of business process

Structures

Hours logged against Tasks

PPM StructureEngagements

Client XXX - Delivery Area

Delivery Area - Management

Engagement YYY

Administration

Pre-Sales

Billable Time

Billable Time – Special Rate

Non-Billable Time

Warranty

1+ per Client

On-going activities

Legendtask

Engagement

Delivery Area

Delivery Area Management

Engagement either T&M or

Expenses & Absences entered against

Engagement or Delivery Area Management

People assigned to Engagement

FTFP Engagement only

PPM StructurePre-Sales

XXX Pre-Sales

Prospects

RFP XYZ

Banking

Pharma

Administration

Non-Billable

1 per Office

Grouping of Industry Sectors

1 per RFP

LegendTask

Office Pre-Sales

Office - Prospects

Expenses & Absences entered against Prospects

PPM StructureDelivery Groups

GM – XXX – XYZ

Training & Conferences

Uses Office Identifier (GVA / ZRH)

Consultant assigned to Group

Public Holiday

Vacation

Personal Absence

Unpaid Leave

Military Service

Expenses & Absences entered against Group

LegendTask

PPM StructureSolutions

Solutions

Solution A

Administration

Non-Billable Time

1 per Company

1 per Solution ...

Member assigned to Solution

Expenses entered against Solution

LegendTask

Solution

Solutions

PPM StructureDelivery Administration

xxx – Delivery Admin

Internal System Usage

Internal Projects

Meetings

1 per Office

Recruitment Support

PPM StructureAdministration Groups

XXX - Service Centre

XXX - CIS

XXX - Marketing

XXX - Finance

XXX - HR

Expenses entered against Group

Absences entered against Group

Employee assigned to Group

1 per Office1 per Office1 per Office1 per Office1 per Office

Delivery Areas, Engagements, Solutions, RFPs and Groups are moved to the archive (1 per office) once the status has been changed to Inactive.

In the archive, they keep the same structure as shown in the previous slides

After the appropriate legal period the archived items will be deleted

PPM StructureArchives

Workflows

Workflows have been defined for the 3 main functionality areas TEA

– Timesheets– Expenses– Absences

PPM allows the tracking of the workflow in its lifecycle, giving all involved full transparency at any stage.

Basic Navigation

Basic NavigationLog In

To log in, open page http://ppm in a web browser, select CTP from the Dropdown menu and and enter your CTP credentials (username/password).

You must be connected to the CTP Network /

VPN to log in

Basic NavigationHome Page

Home Page gives access to Home Page Workflow Inbox for each workflow relevant to you

Provides a summary of timesheet status

Home Page Workflow Inbox

Timesheet SummaryTimesheet Summary

Basic NavigationWorkflow Inbox

Home Page Workflow Inbox shows all incomplete workflows on which your input may be required

Action to be takenAction to be taken

TypeType

StatusStatus NameName

Note link not active – action belongs to another user

Basic NavigationUsers

User tab shows a summary of all users in the system

Basic NavigationUser – Details – Me

User details tab shows information concerning projects, contact information etc Allows editing, where access rights allow, of user’s personal details

Upload your photo

Basic detailsBasic details

Contact information

Past project summary

Basic NavigationLog Out

To Log out, click on the Log Out button

Timesheet

Overview Tasks State Diagram Creation

– Workflow– Steps

Approved... What Next?– Workflow– Steps

Rejected... What Next?– Workflow– Steps

TimesheetOverview

Submitter

Target Engagement

Approver

Engagement

Solution Lead

Group Manag

RFP Owner

Sales Manag

Delivery

Manager

Finance

Manager

Consultant

Engagement

Solution

Group RFP Pre-Sales

Delivery Area Management

Delivery Admin

Sub-contractor

Engagement

TimesheetTasks

Engagement– T&M

• Billable• Billable Time - Special Rate• Non-Billable

– FTFP• Billable• Billable Time - Special Rate• Non-Billable• Warranty

– Managed T&M• Billable• Billable Time - Special Rate• Non-Billable

Group (Delivery)– Beach– Admin– Public Holiday– Vacation– Sick– Personal– Unpaid Leave– Military Service– Training & Conferences

Solution– Administration– Non-Billable Time

Pre-Sales - Prospects– Banking– Insurance– Telco– Services– Pharma– Industry– Consumer Goods– Public Sector– UN– Other

Delivery Area Management– Administration– Non-Billable Time

Delivery Admin– Meetings– Internal System Usage– Internal Projects– Recruitment Support

Timesheet State Diagram

Approve

Submitted

Reject

Approved

RejectedCreated

Submit

Submitter

Submitter Submitter

OwnerSaved

Submit

Submitter

LegendInternal State

Timesheet

TimesheetCreation – Workflow

Consultant

Add Timesheet Item(s)

Timesheet

Wait for Approval

Task added to Submitter’s and Approver’s Home Page Workflow Inboxes

Sub-contractor

TimesheetCreation – Steps

1.Create timesheet entry by day or by week

2.Submit timesheet3.View & track Status

TimesheetCreation – Step 1.1

From the timesheet tab, select the period for which you wish to add hours

By DayBy Day

By WeekBy Week

TimesheetCreation – Step 1.2 (By Week)

Enter the required hours and click ‘Save hours’ button

TimesheetCreation – Step 1.3

Use the ‘Other Options’ links on the left to select different Timesheet periods or projects.

Select different period / projectSelect different period / project

TimesheetCreation – Step 2

IMPORTANT – Once you have entered the hours, you must submit the hours before the timesheet can be approved.

Click on Submit Hours to submit the timesheet

TimesheetCreation – Step 3

All unapproved timesheet entries are displayed in your Home Page Workflow Inbox.

Timesheet

TimesheetApproval – Workflow

Approver

Submitter

Task removed from Submitter’s and Approver’s Home Page Workflow Inboxes

Select task to be reviewed

Review and approve task

View & print timesheet details Timesheet

TimesheetApproval – What Next? – Steps

1.View2.Print

Optional

Timesheet Approval – What Next?

Click on Day or Week total for details of the time entry

Click on Day or Week total for details of the time entry for viewing &

printing

Click on Day or Week total for details of the time entry for viewing &

printing

Timesheet

TimesheetRejection – Workflow

Approver

Submitter

Review and reject task

Select task to be modified

Edit & Re-Submit Timesheet Item(s)

Wait for Approval

Task removed from Approver’s Home Page Workflow Inbox and updated to Rejected/Modify

in Submitter’s Home Page Workflow Inbox

TimesheetRejection – What Next? – Steps

1.Modify2.Re-submit

Timesheet Rejection– What Next? – Step 1.1

Click on Modify Link from the Home Page Workflow

Timesheet Rejection– What Next? – Step 1.2

Click on EditClick on Edit

Journal shows steps and comments

Timesheet Rejection– What Next? – Step 2

Make changes and click OK. Workflow is resubmitted for

approval.

Make changes and click OK. Workflow is resubmitted for

approval.

Expenses

Overview Types State Diagram Creation

ExpensesOverview

Submitter

Target Engagement

Approver

Engagement

Solution Lead

Group Manage

RFP Owner

Sales Manage

Delivery

Manager

Employee

Consultant

Engagement Solution Group RFP Pre-Sales Delivery Area Management

Sub-contractor

Engagement

ExpensesTypes

Air Travel Books Business Meetings Hotel IT Supplies & Software Mileage Office Supplies Other Employee Costs Parking / Tolls Per Diem Public Transport Restaurants Subscriptions & Memberships Taxi / Car Rental Telephone Training & Seminars

ExpensesState Diagram

Approve

Rejected

Submitted

Reject

Approved

Deleted

Submitter

Delete

Validate

Validated

Finance

Post Approval/Validation

deletion of Expenses is an Admin task.

Expenses

ExpensesCreation – Workflow

Add Expense Item(s)

Create Bundle with selected item(s)

Expenses

Wait for Approval

Task added to Submitter’s and Approver’s Home Page Workflow

Inboxes

Employee

Sub-contractor

ExpensesCreation – Steps

1.Create Expense Items2.Create Expense Bundle3.View & track Status

ExpensesCreation – Step 1.1

Use the Expenses Tab to add new expenses.

Add New ExpenseAdd New ExpenseAdd New ExpenseAdd New Expense

ExpensesCreation – Step 1.2

Enter the details and click OK.

Projectcan notbe blank

ExpensesCreation – Step 2

Select the relevant items

Request Bundle

After creating, select the relevant items and click on Request Expense Bundle. An Expense Bundle groups one or more items from the same project for approval A Bundle cannot contain items from different projects Once added to a bundle, an item can no longer be edited or removed without deleting

the bundle

ExpensesCreation – Step 3

All expense entries visible from the Home Page Workflow Inbox

Request Status

Bundle for approval

Expenses

ExpensesApproval - Workflow

Approver

Submitter

Task removed from Submitter’s and Approver’s Home Page

Workflow Inboxes

Sign and provide to Finance with receipt(s)

View and print bundle details Expenses

ExpensesPost Approval – Steps

1.View Bundle2.Print Bundle3.Attached your receipts/tickets to the

Bundle and send them to Finance

Mandatory

Expenses Post Approval – Step 1

From the Expenses page click on the amount of approved Bundle to view details

Bundle StatusBundle Status

Expenses Post Approval – Step 2

Bundle details can be viewed or printedBundle details can

be viewed or printed

Workflow and Journal panels can

be closed

be closed Send the printed expense bundle to Finance along with

any original receipts

Expenses

ExpensesRejection – Workflow

Approver

Submitter

Edit Expense Item(s)

Create and Submit Bundle with selected

item(s)

Delete bundle

Wait for Approval

in Submitter's Home Page Workflow Inbox

If you need to edit and re-submit your expenses:

1.Delete of the Bundle2.Edit the relevant expense items3.Create a new Bundle4.Submit the new Bundle

If the expense item(s) does not need to be re-submitted, no action from your side is required.

ExpensesPost Rejection – Steps

As per initial submission

ExpensesPost Rejection – Step 1

If a bundle is rejected, then the bundle must be deleted before the items can be edited.

DeleteDelete

Select BundleSelect Bundle

Unavailable for selection as part

of bundle

Unavailable for selection as part

of bundle

ExpensesPost Rejection – Step 2

Once the bundle has been deleted, it is possible to edit the items once again. After editing, recreate a bundle as before to restart the approval process.

Bundle removedBundle

removed

Items available for editing

Absence

AbsenceOverview

Submitter

Target Engagement

Approver

Engagement

Group Manager

RFP Owner

Employee Group

Consultant

Engagement Group RFP

Sub-contractor

Engagement

AbsenceTypes

Vacation Sick Compensation – On an engagement only Employee Birth of Child Employee Moving Employee Wedding Military Service Special Leave Maternity Special Leave Family Member Wedding Special Leave Death (Direct Family Member) Special Leave Death (Indirect Family Member) Special Leave Unpaid Wellness - BE Wellness - BS Wellness - GE Wellness - NE Wellness - VD Wellness - ZH

Only to be used in cases where a Wellness Day is

taken on a different day to that of your home office due

to client requirements

AbsenceState Diagram

Approve

Rejected

Submitted

Reject

Approved

Deleted

Submitter

Delete

Post Approval or Validation deletion

of Absence Requests is an

Admin task.

Absence

AbsenceCreation – Workflow

Add Absence Item(s)

Absences

Wait for Approval

Employee

Sub-contractor

Can only log the following types:

• Military Service• Sick• Special Leave Maternity• Vacation

AbsenceCreation – Steps

1.Request absence through Absence or Home tabs

2.Select the Absence Request type3.Enter information about Absence

Request & submit the Absence Request4.View & track Status

AbsenceCreation – Steps 1

Can be accessed from the Absence Tab

AbsenceCreation – Steps 1 (alternative)

Or directly from your Home Page

Add Absence Details and click OK

Use the Absences tab to view your absences and their status – Approved (shown as Active), Requested or Rejected

AbsenceCreation – Steps 4 (alternative)

All unapproved absence entries (and their status) can also be viewed from the Home Page Workflow Inbox

Status of RequestStatus of Request

Absence

AbsenceApproval – Workflow

Approver

Submitter

Task removed from Submitter’s and Approver’s Home Page

Workflow Inboxes

View & print absence details

Absence

Absence Approval – What Next? – Steps

1.View2.Print

Optional

Absence Approval – What Next? – View & Print

A summary of approved absences can be viewed from the Calendar view in the Timesheet and further details can be viewed in the Absences tab

Click on Name for more details and printable pageClick on Name for more

details and printable page

Absence

AbsenceRejection – Workflow

Approver

Submitter

Edit and Save Absence Item(s)

Wait for Approval

in Submitter’s Home Page Workflow Inbox

Task added to Submitter’s and Approver’s Home Page Workflow

Inboxes

AbsencePost Rejection – Steps

If you want to edit and re-submit your absence:1.Click on the name of the Rejected Absence in the

Absence tab2.Click Edit and alter the details3.Click OK – this resubmits the request

If, after rejection, the absence does not need be re-submitted, no action from your side is required.

Remaining Tabs

Remaining Tabs Engagements

Engagements (projects or groups) to which employees can be assigned

Remaining TabsEngagements – Searching / Filtering

The list of Engagements can be filtered by Type, Company, Member etc

Select Group Management & click Go to run the filter

Click on Name to view details

Use Number to search directly for

the Group

Use Number to search directly for

the Group

project portfolio management ppm user guide employees & consultants version 1.1

project management pm

ppm overview slide

engagement tm

engagement owner

ppm tools

ppm advocates

ctp ppm tool

nonengagement hours

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