Project Portfolio Management PPM

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Project Portfolio ManagementPPM

• User Guide
• Project 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

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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.

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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
Deletion of an Approved/Validated of Timesheet,
Expenses Absencesis an Admin right. User must
ask for the deletion to the Approver who will
forward the demand to Admin.

1. Timesheet, Expense, Absence.

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State Diagrams
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State Diagrams Engagement Management
Start
Edit
Add newEngagement
Active
Set to Active
Done by the admins at the beginning
Set to Inactive
Deleted
Inactive
Set to Deleted
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State Diagrams Account Management
For information only
Start
Add
Edit
Active
Set to Active
Set to Inactive
Deleted
Inactive
Set to Deleted
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State Diagrams User Management
For information only
Start
Start
Set to Active
Add
Add
Manual Management is for exception handling only
Edit
Edit
Set to Inactive
Set to Deleted
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Structure
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PPM StructureEngagements
Client XXX - Delivery Area
Expenses Absences entered against Engagement or
Delivery Area Management
1 per Client
Delivery Area - Management
Administration
Pre-Sales
On-going activities
Hours logged against Tasks
Engagement YYY
Billable Time
Engagement either TM or FTFP
Billable Time Special Rate
Non-Billable Time
People assigned to Engagement
Warranty
...
FTFP Engagement only
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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 on Engagement Name to view details
Select your filter
?
?
?
Click Go to run the filter
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NavigationDelivery Area View
Financial Details
Expenses Details
Delivery Area Information
Bold shows current level
List of Engagements
Click to Edit
Main Financial Information
Click on name to go to Engagement
Members
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NavigationEngagement View
Financial Details
Expenses Details
Tasks Details
Engagement Information
Bold shows current level
Click to Edit
Tasks
Main Financial Information
Members
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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
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Navigation

• Tasks

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NavigationTasks Listing For an Engagement

• An Engagement of type Service will have the
  following tasks associated with it

Only Engagements have tasks. A Delivery Area does
not have tasks associated with it.
Click on New Task to add a task
Click on Task name to view details and edit
An Engagement of type FTFP, will have an
additional task - Warranty
Hours are logged against a task, not directly
against an Engagement
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NavigationTasks Listing For a Delivery Area
Management

• A Delivery Area Management will have the
  following tasks associated with it

A Delivery Area Management must not have more
Tasks.
Click on Task name to view details and edit
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NavigationTasks Edition

• The New Task Page allows you to add a new task to
  the Sub-Engagement.

Fields marked are mandatory
Cost Center should be the one linked to Delivery
for the client
Code is free text. In the initial configuration a
2 character code has been used
An Inactive Task can not be used
Always Hour
Only if the duration is different form the
Engagement
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Approval / Rejection
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Approval / Rejection Steps

• View track Status
• View Request Details
• 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.

Type of the Request
For more information concerning the workflows
please see the User Guide
Submitter of request
Click on Approve to begin
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Approval / Rejection View Workflow Details
Step 2
Start the task to Approve or Reject
Workflow Journal
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Approval / Rejection Approving or Rejecting
Step 3.1
?
Add Comment
Approve Yes or No
?
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
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Approval / Rejection Approving or Rejecting
Step 3.2
Task Finished
Workflow Journal
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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

(M) Indicates Member
(P) Indicates Project Owner
Member assignments should be verified, and in
case of error, please contact sysadmin
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