Project Portfolio Management PPM User Guide Project Managers Version 1.0.

Project Portfolio ManagementPPM

User GuideProject Managers

Version 1.0

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

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


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


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


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


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


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


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


NavigationDelivery Area & Engagement - Listing

Engagements can be viewed by clicking on the Engagement tab from the Home Page


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


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


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


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


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


details and edit


NavigationTasks – Listing – For a Delivery Area Management

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


details and edit


details and edit

A Delivery Area Management

must not have more Tasks.


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


Approval / Rejection Steps

1.View & track Status2.View Request Details3.Approve / Reject


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


Approval / Rejection View Workflow Details – Step 2

Start the task to Approve or RejectStart the task to

Approve or Reject

Workflow JournalWorkflow Journal


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


Approval / Rejection Approving or Rejecting – Step 3.2

Task Finished Task Finished

Workflow JournalWorkflow Journal

Members


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

Project Portfolio Management PPM User Guide Project Managers Version 1.0.

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