project portfolio management ppm user guide project managers version 1.0
TRANSCRIPT
Project Portfolio ManagementPPM
User GuideProject Managers
Version 1.0
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PPM ProjectProject Manager User Guide
Introduction Access Rights State Diagrams
– Engagement– Account– User
PPM Structure Navigation
– Delivery Areas– Engagements– Tasks
Approval / Rejection KPIs Staffing Invoices – Part of a dedicated session later Creation of Engagement – Part of a dedicated session later
Introduction
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Introduction
This document is intended to act as reference for the operations that a Project Manager will need to carry out within the PPM system.
For a complete system overview, basic navigation and simple tasks, please refer to the Consultants & Employees User Guide.
Access Rights
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Access RightsMatrix
The following table shows the functional areas that will be covered in this document and the access rights associated with them and the Project Manager role.Activities marked as later than Phase 1.0 are not covered in this initial version.
C R U D Functional Area
X X X X Engagements
X X Engagements – Financial Information
X X X X Tasks
X X X TEA1 Approval
X KPIs
X Member
X X X Invoice
LegendC Create
R ReadU UpdateD Delete
Phase 1.1
Phase 1.2
1 Timesheet, Expense, Absence.
Deletion of an Approved/Validated of
Timesheet, Expenses & Absences
is an Admin right.
User must ask for the deletion to the Approver
who will forward the demand to Admin.
State Diagrams
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State Diagrams Engagement Management
Pre-Active
Deleted
Active
Inactive
Start
Project Manager
Edit
Project Manager
Set to Inactive
Project Manager
Delivery Head
Set to Deleted
Add newEngagement
Project Manager
Set to Active
Done by the admins at the beginning
Done by the admins at the beginning
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State Diagrams Account Management
Pre-Active
Deleted
Active
Inactive
Start
For information
only
Finance
Add
Set to Active
Finance
Edit
Finance
Set to Inactive
Finance
Set to Deleted
Finance
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State Diagrams User Management
Pre-Active
Inactive
Active
Pre-Active
Start Start
Deleted
For information
only
HR
Add
HR
Edit
HR
Set to Inactive
HR
Set to Deleted
Edit
Interfaces
Add
Interfaces
Set to Active
HR
Manual Management is for exception handling only
Interfaces
Structure
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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
FTFP
Expenses & Absences entered against
Engagement or Delivery Area Management
People assigned to Engagement
FTFP Engagement only
Navigation
Delivery Areas & Engagements
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NavigationDelivery Area & Engagement - Listing
Engagements can be viewed by clicking on the Engagement tab from the Home Page
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NavigationDelivery Area & Engagement – Filtering & Viewing
The list of Engagements can be filtered by Type, Company, Member ...
Click Go to run the filter
Click Go to run the filter
Click on Engagement Name to view detailsClick on Engagement Name to view details
Select your filterSelect your filter
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NavigationDelivery Area – View
Delivery Area Information
Delivery Area Information
Main Financial
Information
Main Financial
Information
List of Engagements
List of Engagements
MembersMembers
Financial Details
Financial Details
Expenses Details
Expenses Details
Click to EditClick
to Edit
Click on name to go to
Engagement
Click on name to go to
Engagement
Bold shows current levelBold shows current level
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NavigationEngagement – View
Engagement Information
Engagement Information
TasksTasks
MembersMembers
Financial Details
Financial Details
Expenses Details
Expenses Details
Click to EditClick
to Edit
Bold shows current levelBold shows current level
Tasks DetailsTasks Details
Main Financial
Information
Main Financial
Information
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NavigationDelivery Area & Engagement – View – Details
The Edit page allows you to change details of a Delivery Area or a Sub-Engagement.
Details such as Name, Parent,
Company, State and Cost Center should be verified and an email sent to sysadmin in case of errors
Details such as Start, Finish
and Status can be modified as
the project progresses
Fields marked * are mandatory
Navigation
Tasks
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NavigationTasks – Listing – For an Engagement
An Engagement of type Service will have the following tasks associated with it
Hours are logged against a task, not directly against an
Engagement
Hours are logged against a task, not directly against an
Engagement
Only Engagemen
ts have tasks.
A Delivery Area does not have
tasks associated
with it.
An Engagement of type FTFP, will have an
additional task - Warranty
Click on New Task to add a task
Click on New Task to add a task
Click on Task name to view
details and edit
Click on Task name to view
details and edit
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NavigationTasks – Listing – For a Delivery Area Management
A Delivery Area Management will have the following tasks associated with it
Click on Task name to view
details and edit
Click on Task name to view
details and edit
A Delivery Area Management
must not have more Tasks.
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NavigationTasks – Edition
The New Task Page allows you to add a new task to the Sub-Engagement.
Cost Center should be the one linked to Delivery
for the client
Cost Center should be the one linked to Delivery
for the clientCode is free text.
In the initial configuration a 2 character code has been used
Code is free text. In the initial
configuration a 2 character code has been used
Fields marked * are mandatory
An Inactive Task can not be usedAn Inactive Task can not be used
Always HourAlways HourOnly if the duration is
different form the Engagement
Only if the duration is different form the
Engagement
Approval / Rejection
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Approval / Rejection Steps
1.View & track Status2.View Request Details3.Approve / Reject
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Approval / Rejection View & track Status – Step 1
All workflows needing your approval will be visible in your Home Page Workflow Inbox.
For more information
concerning the workflows please
see the User GuideClick on Approve
to beginClick on Approve
to begin
Submitter of request
Submitter of request
Type of the RequestType of the Request
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Approval / Rejection View Workflow Details – Step 2
Start the task to Approve or RejectStart the task to
Approve or Reject
Workflow JournalWorkflow Journal
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Approval / Rejection Approving or Rejecting – Step 3.1
Approve Yes or NoApprove Yes or NoAdd Comment Add Comment
Comments are important as they
can provide information on why the workflow was
approved / rejected. They are
visible in the Journal by all users.
Click when finished
Click when finished
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Approval / Rejection Approving or Rejecting – Step 3.2
Task Finished Task Finished
Workflow JournalWorkflow Journal
Members
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Members
The Engagement details pages give a summary of the hours logged against the project as well as a list of the members of the Engagement
Member assignments
should be verified, and in case of error, please
contact sysadmin
(M) Indicates Member
(M) Indicates Member
(P) Indicates Project Owner(P) Indicates
Project Owner
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