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Creating & Managing projects in Matrix – Project management Quick Guide (EIBU/EDS)

Creating & Managing projects in Matrix – Project management Quick Guide (Version 2010-05-03) /18

1 Introduction

1.1 Training

1.2 Contacts

2 When and where to create a project?

3 Who creates a project?

4 Project templates

5 Project reference number

6 Project members

7 Member access

8 Folder structure

9 Project Control Document (PCD)

9.1 Purpose/Intent

9.2 Titles

9.3 PCD templates location

9.4 PCD customization and upload

10 WBS (ProgramCentral)

11 EMA- Functional Review documentation

12 Activating a project

13 Bookmarks (ProgramCentral)

14 Assessments (ProgramCentral)

14.1 Creating / Cloning

14.2 Completion guidelines

14.3 Attaching files

15 Archiving a project


Managing project in Matrix – Guidelines for YPMS2 training (Version 2010-05-03) /18

1. Introduction

This guide provides an introduction to project management in Matrix.

For more extent user instructions pls. refer to the “EIBU ProgramCentral” user manual in the “Yazaki help” section in Matrix.

This manual is also applicable for EDS projects working in TeamCentral in terms of the document and data control areas since TeamCentral

and ProgramCentral share the same features to a big extent.

Contacts

Questions are answered and assistance is provided by Mercedes Roque and Yvonne Lindström.

Enhancement proposals can also be addressed to Mercedes and Yvonne.

[email protected] +351-22-7538-130 (Toll-dial : 8054-1130)

[email protected] +46-31-7420628 (Toll-dial : 8056-428)

Training

Net-meeting based user training can also be provided to project teams or individual members upon request by Mercedes Roque

and Yvonne Lindström.

2. When and where to create a project?

All OEM projects shall be managed within the Matrix environment.

EDS projects are managed in TeamCentral. EIBU projects are managed in ProgramCentral.

Internal projects shall be managed in YDSS.



A project is created when the Sales RFQ process in Matrix is approved.

A project is to be created already in the RFQ phase in order to have all RFQ related customer and internal documentation located

and shared in one location. Should the business not be sourced the project is archived (refer to the archiving section in the end of

this guide).

3. Who creates a project?

The appointed Project Manager creates the Project.

4. Project templates

EDS

EDS projects are to be created in TeamCentral based on the template “WH-xxxx”

EIBU

EIBU projects are to be created in ProgramCentral based on the template “EI-xxxx”



EIBU (additional)

The EIBU project created in ProgramCentral should be linked to the Program “EIBU Projects”

5. Project reference number

Project reference number BU-xxxx

BU - Business Unit :

WH

EI

xxxx :

The ”xxxx” in the project reference number is to be replaced by the 4 last digits of the Sales RFQ reference

no. in Matrix.

6. Project members

EDS

The project template holds a number of default members; EDS management team (EVP, Sales/Finance, Engineering, QA, SM,

Logistics, Operations).

The Project manager then actively adds the individual project members who will use the workspace.

EIBU

The project template holds a number of default members; All EIBU PMs and EIBU management team (EVP, Sales/Finance,

Engineering, QA, SM, Core PM).

The PM then deletes the EIBU PMs that should not have access to the particular project. The PM then adds the project members

who will use the project portal.

7. Member access

EDS (TeamCentral)

All members added to the workspace should be provided with “Basic” access on a workspace level.

This means that they will by default have no access to the folder structure (they can not even see folders).



If the PM knows that any of the members will have at least “Read” access to ALL folders (current and future) on the workspace

then the access right could be set to “Read” already at the workspace level.

Access rights have to be provided for each folder.

Important to note is that in TeamCentral it is only possible to increate access rights within a folder i.e sub-folders can not have

limited access compared to their parent folder.

EIBU (ProgramCentral)

Default members ~EIBU management team (included in the project template)

The members which were apart of the project template do not per default have access to the folder structure of the project.

Ones the PM have deleted the default members that should not be members of the project s/he then actively adds these

remaining members to each folder:

At the same time the access rights can be set individually

Project members added by PM

New members (which were not included from the project template) obtain access to the folders by default when added.

The default access right is determined by the default access defined for each folder:



As can be seen above only the “BOM”, “Agreements” and “Finance/Sales” folders have default access “None” meaning that

members added to the project will not per default even have “Read” access to these folders. Instead the PM has to make a very

active choice in which members are to be granted any type of access to these folders.

At any level of the folder structure, even on sub-folder level, access-right can be increased, limited or even deleted for individual

members.



8. Folder structure

The project templates in TeamCentral and ProgramCentral hold standard folder structures to be used to structure project data.

The responsibilities for defining the sub-folder structure of these folders, including the PCD templates for each function (refer to

section below), are displayed in this screenshot. These representatives are also members of the YPMS2 steering committee.

9. Project Control Documents (PCD)

The folder “00 Document and Data Control (PCD)” should hold 9 different PCD templates;

1 covering customer generated project data and 8 PCD’s representing the core project functions:

Function Reference number of PCD templates Project owner

1. Customer BU-0000-C-PCD Core team members

2. Project Management BU-0000-PM-PCD Project manager

3. Sales/Finance BU-0000-SA-PCD Project Sales leader

4. Supply Management BU-0000-SM-PCD Advanced purchasing buyer

5. Design Engineering BU-0000-DE-PCD Product Design leader

6. Manufacturing Engineering BU-0000-ME-PCD Plant Project leader

7. Quality BU-0000-QA-PCD Project QA Engineer

8. Logistics BU-0000-LO-PCD Project Logistics leader

9. IT BU-0000-IT-PCD Project IT representative

9.1 Purpose/Intent

The PCD templates (owned by the YEL functional representatives) provide guidance to the project members of the minimum

requirements for deliverables to be created for the project, their storage location within the project’s folder structure in Matrix, pre-

defined titles (to facilitate search) as well as reference to the related YPMS task number.

Each PCD also holds a section for project specific documentation.

In case the agreed YPMS scope gives that a deliverable is not applicable then this could be identified as “N/A” in the

“Available/Originally created” column.



Extract from the Project Management PCD template:

The first time a project deliverable is uploaded to the project folder structure in Matrix the PCD should be updated to reflect this

“Y” in the “Available”-area.

When the actual file is uploaded into Matrix the “Title” field is then populated with the corresponding reference number.



9.2 Titles

The Titles facilitates faster search for project data (within a project as well as cross projects)

9.3 PCD Templates location

EDS

The EDS PCD templates can not be included in the workspace template in TeamCentral. These PCD are available in the YPMS

homepage on intranet, http://ypms.yazaki-europe.com.



EIBU

The EIBU PCD templates are available in the project template in ProgramCentral so they are hence included per default in the

project from the start. For customization refer to section “9.4… EIBU “ below.

9.4 PCD customization and upload

EDS

When the PCD templates package is downloaded from the YPMS webpage the header in each PCD file should be updated with

the project code as shown in the example below.

Examples below are based on project WH-2504 :

The nine PCDs should then be uploaded to the folder “00 Document and Data Control (PCD)” according to the example below

The “Title” of the Matrix storage areas shall follow the principle defined in section 9.2 above and the PCDs should consequently

be named as shown in the example below:



The final result of the upload should then look as follows (based on example project WH-2504):

EIBU

When the project functional owners start working on the PCDs they customize the Title and the file heading as follows:

Title - customization

1 – Open up the document by clicking on the “Name” field

2 – Choose Edit in the Actions menu



3 – Replace the “EI-0000” in the Title with the project name

Result (Based on example project EI-1192)

File heading – customization

Also the headings in the individual PCD files should be updated as described in the example below.

This can be done the first time the file is checked-out to be edited for some other purpose.

10. WBS (ProgramCentral)

The WBS structure in a project created in ProgramCentral is predefined in the project template (EI-xxxx) to hold the five YPMS

project phases including the EMA-gateways as well as the preceding Functional Reviews (FR).



The project status will then be displayed in the “Dashboard”-view enabling a real-time view of (multi) project status.

The PM is responsible for:

1. defining dates for each of the WBS tasks (EMA- as well as Functional reviews)

2. assigning the Functional review tasks to the responsible core team member (e.g The Sales/Finance Functional Reviews of

the project will be assigned to the Project Sales leader)

Each task assignee/owner is then responsible for:

1. making sure that the task is performed and completed (promote to “Complete” in the lifecycle) **

2. uploading the EMA- and/or Functional Review documents to folders “16 Functional Review” and/or “17 EMA Review” (refer

to section “11. EMA- Functional Review documentation” below.)

** Note: No upload of deliverables directly into the WBS will be required. The project template EI-xxxx has pre-defined links

between the documents in folder 16 and 17 into the respective WBS task.

11. EMA- Functional review documentation

The EMA- and Functional review documents (presentations, reports, check-lists etc) are to be uploaded into the folders

“16 Functional Review” and/or “17 EMA Review”



The EIBU projects in ProgramCentral even include predefined document storage areas for the documentation:

12. Activating a project

EDS (TeamCentral)

In order to make the project available to all project members the project manager must promote the workspace from “Create” to

“Active” status. The recommendation is to activate the project ones project members are added and the folder access tights have

been customized for the project:


A project in ProgramCentral is accessible for the project members as soon as they are added to the project.

The “Create” status in the project view refers to the WBS-task status

Ones the dates, owners and/or assignees are defined for the WBS tasks the PM can promote the “project space” in the WBS edit

menu from “Create” to “Active” and thereby all tasks are put in “Assign” status and the project is hence put in “Active” mode.



13. Bookmarks (ProgramCentral)

The “Bookmark” feature provides possibility for the project team to create quick links to URL links of importance to the project.

The project template is pre-populated with a few Yazaki related links. Each project can create new links when required

14. Assessments (ProgramCentral)

The “Assessment” feature in ProgramCentral is used for the monthly project status reports.

It is the Project Managers responsibility to create Project Assessments on a monthly basis

Example:

The Name of the Assessment should follow the principle in the example this example: Project Month Year

14.1 Creating / Cloning

An Assessment can either be created from scratch or by cloning (copying) an already existing Assessment.

Creating new from scratch

Cloning

Open the assessment you can to clone. In the Actions menu choose “Clone”



14.2 Completion guidelines:

Pls. pay special attention to the section marked in red below. In case direct action is required from any member of the EIBU

Management team (MRM team) this should be identified as “Action required” and an email with a link to the assessment should

then be sent to the Manager in question. The Manager can the provide response directly in the “Response” field at the end of the

assessment. He can also attach separate files.



14.3 Attaching files

When the Assessment is created you can attach documents to it.

Click the Attachment feature and you have a choice either to attach a stand-alone file separate from your folder structure or to

make a link to an existing file in the project’s folder structure.

• Stand-alone file: Use the “Create New” or “Upload Files” options

• Link to file in the folder structure: Use the “Add Project Content” option and enter the Title of the document (BU-XXXX-

YY-ZZZ) or the actual Document Matrix reference no. (Doc-xxxxx)



15. Archiving a project

EDS (TeamCentral)

When the project is closed (either if the business was not sources or the last YPMS phase is passed) the workspace status shall

be promoted to “Archive”:


When the project is closed (either if the business was not sources or the last YPMS phase is passed) the lifecycle-status shall be

promoted to “Archive”: