Project Portfolio Management PPM

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Project Portfolio ManagementPPM

• User Guide
• Employees Consultants

Version 1.1
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Project Portfolio Management PPMConsultant
Employee User Guide

• Overview
• Structure
• Workflows
• Basic Navigation
• Timesheet
• Expenses
• Absence
• Remaining Tabs

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PPM

• Overview

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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

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

• 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 TM 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

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PPM OverviewWhat is the CTP PPM Tool?
po Functionality at a glance

• 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

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PPM OverviewTerminology

• Engagement a delivery activity undertaken for a
  client
• Engagement Mode pricing model of an engagement
  (TM, Managed TM 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

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PPM

• Structures

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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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PPM StructurePre-Sales
XXX Pre-Sales
1 per Office
Expenses Absences entered against Prospects
Prospects
Banking
Pharma
...
Grouping of Industry Sectors
RFP XYZ
Hours logged against Tasks
Administration
Non-Billable
1 per RFP
...
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PPM StructureDelivery Groups
Legend
Task
Group
GM XXX XYZ
Expenses Absences entered against Group
Beach
Uses Office Identifier (GVA / ZRH)
Training Conferences
Admin
Hours logged against Tasks
Public Holiday
Vacation
Sick
Consultant assigned to Group
Personal Absence
Unpaid Leave
Military Service
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PPM StructureSolutions
Solutions
Expenses entered against Solution
Solution A
1 per Company
Administration
Non-Billable Time
Hours logged against Tasks
1 per Solution
...
Member assigned to Solution
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PPM StructureDelivery Administration
xxx Delivery Admin
Meetings
Internal System Usage
1 per Office
Hours logged against Tasks
Internal Projects
Recruitment Support
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PPM StructureAdministration Groups
Expenses entered against Group
XXX - HR
1 per Office
1 per Office
1 per Office
1 per Office
1 per Office
XXX - Finance
XXX - Marketing
Absences entered against Group
XXX - CIS
XXX - Service Centre
Employee assigned to Group
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PPM StructureArchives

• 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

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PPM

• Workflows

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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.

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PPM

• Basic Navigation

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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
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Basic NavigationHome Page

• Home Page gives access to Home Page Workflow
  Inbox for each workflow relevant to you
• Provides a summary of timesheet status

Timesheet Summary
Home Page Workflow Inbox
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Basic NavigationWorkflow Inbox

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

Type
Action to be taken
Status
Name
Note link not active action belongs to another
user
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Basic NavigationUsers

• User tab shows a summary of all users in the
  system

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Basic NavigationUser Details Me

• User details tab shows information concerning
  projects, contact information etc
• Allows editing, where access rights allow, of
  users personal details

Basic details
Upload your photo
Past project summary
Contact information
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Basic NavigationLog Out

• To Log out, click on the Log Out button

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PPM

• Timesheet

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Timesheet

• Overview
• Tasks
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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TimesheetOverview
Submitter Target Engagement Approver Approver Approver Approver Approver Approver Approver
Submitter Target Engagement Engagement Owner Solution Lead Group Manager RFP Owner Sales Manager Delivery Manager Finance Manager
Consultant Engagement ?
Consultant Solution ?
Consultant Group ?
Consultant RFP ?
Consultant Pre-Sales ?
Consultant Delivery Area Management ?
Consultant Delivery Admin ?
Sub-contractor Engagement ?
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TimesheetTasks

• Engagement
• TM
• Billable
• Billable Time - Special Rate
• Non-Billable
• FTFP
• Billable
• Billable Time - Special Rate
• Non-Billable
• Warranty
• Managed TM
• Billable
• Billable Time - Special Rate
• Non-Billable
• Group (Delivery)
• Beach
• Admin
• Public Holiday
• Vacation

• 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

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Timesheet State Diagram
Submit
Submit
Reject
Approve
Edit
New
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Timesheet

• Overview
• Tasks
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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TimesheetCreation Workflow
Task added to Submitters and Approvers Home
Page Workflow Inboxes
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TimesheetCreation Steps

• Create timesheet entry by day or by week
• Submit timesheet
• View track Status

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TimesheetCreation Step 1.1

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

By Day
By Week
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TimesheetCreation Step 1.2 (By Week)

• Enter the required hours and click Save hours
  button

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?
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TimesheetCreation Step 1.3

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

Select different period / project
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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
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TimesheetCreation Step 3

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

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Timesheet

• Overview
• Tasks
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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TimesheetApproval Workflow
Task removed from Submitters and Approvers Home
Page Workflow Inboxes
View print timesheet details
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TimesheetApproval What Next? Steps
Optional

1. View
2. Print

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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
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Timesheet

• Overview
• Tasks
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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TimesheetRejection Workflow
Home Page Workflow Inbox
Task removed from Approvers Home Page Workflow
Inbox and updated to Rejected/Modify in
Submitters Home Page Workflow Inbox
Task added to Submitters and Approvers Home
Page Workflow Inboxes
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TimesheetRejection What Next? Steps

1. Modify
2. Re-submit

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Timesheet Rejection What Next? Step 1.1
Click on Modify Link from the Home Page Workflow
Inbox
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Timesheet Rejection What Next? Step 1.2
Click on Edit
Journal shows steps and comments
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Timesheet Rejection What Next? Step 2
Make changes and click OK. Workflow is
resubmitted for approval.
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PPM

• Expenses

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Expenses

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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ExpensesOverview
Submitter Target Engagement Approver Approver Approver Approver Approver Approver
Submitter Target Engagement Engagement Owner Solution Lead Group Manager RFP Owner Sales Manager Delivery Manager
Employee Group ?
Consultant Engagement ?
Consultant Solution ?
Consultant Group ?
Consultant RFP ?
Consultant Pre-Sales ?
Consultant Delivery Area Management ?
Sub-contractor Engagement ?
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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

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ExpensesState Diagram
New
Approve
Reject
Edit
Rejected
Post Approval/Validation deletion of Expenses is
an Admin task.
Validate
Delete
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Expenses

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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ExpensesCreation Workflow
Task added to Submitters and Approvers Home
Page Workflow Inboxes
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ExpensesCreation Steps

1. Create Expense Items
2. Create Expense Bundle
3. View track Status

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ExpensesCreation Step 1.1

• Use the Expenses Tab to add new expenses.

Add New Expense
Add New Expense
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ExpensesCreation Step 1.2

• Enter the details and click OK.

Projectcan notbe blank
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ExpensesCreation Step 2

• 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

?
Select the relevant items
?
Request Bundle
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ExpensesCreation Step 3

• All expense entries visible from the Home Page
  Workflow Inbox

Request Status
Bundle for approval
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Expenses

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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ExpensesApproval - Workflow
Task removed from Submitters and Approvers Home
Page Workflow Inboxes
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ExpensesPost Approval Steps
Mandatory

1. View Bundle
2. Print Bundle
3. Attached your receipts/tickets to the Bundle and
   send them to Finance

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Expenses Post Approval Step 1

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

Bundle Status
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Expenses Post Approval Step 2
Bundle details can be viewed or printed
Workflow and Journal panels can be closed
Workflow and Journal panels can be closed
Send the printed expense bundle to Finance along
with any original receipts
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Expenses

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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ExpensesRejection Workflow
Task removed from Approvers Home Page Workflow
Inbox and updated to Rejected/Modify in
Submitter's Home Page Workflow Inbox
Task added to Submitters and Approvers Home
Page Workflow Inboxes
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ExpensesPost Rejection Steps

• If you need to edit and re-submit your expenses
• Delete of the Bundle
• Edit the relevant expense items
• Create a new Bundle
• Submit the new Bundle
• If the expense item(s) does not need to be
  re-submitted, no action from your side is
  required.

As per initial submission
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ExpensesPost Rejection Step 1

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

Select Bundle
Unavailable for selection as part of bundle
?
?
Delete
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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.

Items available for editing
Bundle removed
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PPM

• Absence

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Absence

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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AbsenceOverview
Submitter Target Engagement Approver Approver Approver
Submitter Target Engagement Engagement Owner Group Manager RFP Owner
Employee Group ?
Consultant Engagement ?
Consultant Group ?
Consultant RFP ?
Sub-contractor Engagement ?
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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
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AbsenceState Diagram
New
Reject
Approve
Edit
Rejected
Post Approval or Validation deletion of Absence
Requests is an Admin task.
Delete
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Absence

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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AbsenceCreation Workflow
Task added to Submitters and Approvers Home
Page Workflow Inboxes

• Can only log the following types
• Military Service
• Sick
• Special Leave Maternity
• Vacation

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AbsenceCreation Steps

1. Request absence through Absence or Home tabs
2. Select the Absence Request type
3. Enter information about Absence Request submit
   the Absence Request
4. View track Status

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AbsenceCreation Steps 1

• Can be accessed from the Absence Tab

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AbsenceCreation Steps 1 (alternative)

• Or directly from your Home Page

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AbsenceCreation Steps 2
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?
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AbsenceCreation Steps 3

• Add Absence Details and click OK

?
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AbsenceCreation Steps 4

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

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AbsenceCreation Steps 4 (alternative)

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

Status of Request
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Absence

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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AbsenceApproval Workflow
Task removed from Submitters and Approvers Home
Page Workflow Inboxes
View print absence details
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Absence Approval What Next? Steps
Optional

1. View
2. Print

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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 page
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Absence

• Overview
• Types
• State Diagram
• Creation
• Workflow
• Steps
• Approved... What Next?
• Workflow
• Steps
• Rejected... What Next?
• Workflow
• Steps

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AbsenceRejection Workflow
Edit and Save Absence Item(s)
Task removed from Approvers Home Page Workflow
Inbox and updated to Rejected/Modify in
Submitters Home Page Workflow Inbox
Task added to Submitters and Approvers Home
Page Workflow Inboxes
Home Page Workflow Inbox
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AbsencePost Rejection Steps

• If you want to edit and re-submit your absence
• Click on the name of the Rejected Absence in the
  Absence tab
• Click Edit and alter the details
• Click OK this resubmits the request
• If, after rejection, the absence does not need be
  re-submitted, no action from your side is
  required.

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PPM

• Remaining Tabs

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Remaining Tabs Engagements

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

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Remaining TabsEngagements Searching / Filtering

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

Click on Name to view details
Use Number to search directly for the Group
Click on Name to view details
Select Group Management click Go to run the
filter
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