Project and portfolio management
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Project and Portfolio Management. Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward. . Training Objectives. Learn how to utilize the PPM tool.

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Project and portfolio management

Project and Portfolio Management

Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.


Training objectives

Training Objectives

  • Learn how to utilize the PPM tool.

  • Exposure to the State Project Framework. .

  • This is not a project management training to teach you how to be a project manager.

    • It will not show you how to determine resource needs.

    • It will not show you how to create a work breakdown structure, predecessors, cost analysis, etc. that you would do as a part of a normal PM work.

  • This implementation is Out of the Box functionality with some configuration, so things are going to look different than what you are used to.


Omes isd project portfolio methodology

OMES/ISD Project Portfolio Methodology

  • Project Management Framework

    • Basic roadmap to successful project achievement

    • Method to achieve the benefits ISD expects from its investment in an IT project

  • Portfolio Management

    • Identify, prioritize, and authorize projects

  • Monitor & Control

    • Performed to observe project execution so that potential problems can be identified and corrective action can be taken to control the execution of the project

    • Performed in order to meet performance objectives in each phase of a project


Omes isd project portfolio management framework

1

Project Management Process Groups Defined

Defines objectives

Plans the course

of action required

to attain objectives

Identifies a project

idea, potential

benefits and

initial scope

Defines and

authorizes a

project or project

phase

Integrates people

and other

resources to carry

out the plan

Formalizes

acceptance and

brings project to

an orderly close

Concept

Initiation

Planning

Execution

Close

OMES/ISD Project Portfolio Management Framework

All Projects with a Cost of $15,000 or More Will Follow This Framework

2

Project Management Process Group Deliverables

Updated Portfolio

High Level Plan +-50%

Business Case/CBA

Risk/Value Assessment

Updated

Portfolio-Scorecard

Detail Plan +-10%

Updated

Business Case/CBA

Risk/Value Assessment

Portfolio-Scorecard

Updated

Scorecard

Monthly Status

Completion Metrics

Updated

Milestone Plan

Business Case/CBA

Portfolio-Scorecard

Concept

Initiation

Planning (1)

Execution

Close

3

Project Management Process Group Responsibilities

Project Manager

completes deliverables

PMO collects and

compiles metrics

Project Manager

completes deliverables

IT Oversight Committee

approves projects for

Execution

Project Managerupdates Portfolio

IT Oversight Committee

approves projects for

Initiation

Project Manager

completes deliverables

IT Oversight Committee

approves projects for

Planning

Project Manager

completes deliverables

moves projects to

Close

Concept

Initiation

Planning

Execution

Close

(1) If planning phase cost is greater than $15,000 a detail plan and monthly status for the planning phase will be required


Process framework

Process Framework

Concept

Updated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

Initiation

Updated Portfolio-Scorecard

+/- 50% Milestone Plan

Business Case

Risk Assessment

Monitor

and

Control

Planning

Updated Portfolio-Scorecard

+/- 10% Milestone Plan

Updated Business Case

Updated Risk Assessment

Execution

Updated Portfolio-Scorecard

Monthly Status

Close

Updated Actuals

Updated Business

Captured Metrics


Concept

Concept

Evaluate a New Project Idea

Concept

Updated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

Initiation

+/- 50% Milestone Plan

Business Case/CBA

Risk/Value Assessment

Updated Portfolio-Scorecard

Planning

+/- 10% Milestone Plan

Updated Business Case/CBA

Updated Risk/Value Assessment

Updated Portfolio-Scorecard

Execution

Monthly Status

Updated Portfolio-Scorecard

Close

Captured Metrics

Updated Business Case/CBA

Updated Milestone Plan

Updated Portfolio-Scorecard

The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project.

Propose a new project idea

Define preliminary description, benefits, scope

Update Portfolio List, but creating a proposal in the tool

No work is being done

Project is identified for future (opportunity map)


Initiation

Initiation

Define the Project

Concept

Updated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

Initiation

+/- 50% Milestone Plan

Business Case/CBA

Risk/Value Assessment

Updated Portfolio-Scorecard

Planning

+/- 10% Milestone Plan

Updated Business Case/CBA

Updated Risk/Value Assessment

Updated Portfolio-Scorecard

Execution

Monthly Status

Updated Portfolio-Scorecard

Close

Captured Metrics

Updated Business Case/CBA

Updated Milestone Plan

Updated Portfolio-Scorecard

The project in the Initiation Phase is researched to a +/- 50% estimate.

No resources are assigned.

  • Research initial scope – what the project must deliver

  • Estimate initial costs, time schedule, and resource commitments

  • Identify initial issues and constraints

  • Develop the High Level Plan

    • Create Workplan

    • Create Staffing Profile

    • Create Financial Summary

  • Develop the Business Case/CBA

  • Complete the Risk & Value Assessment

  • Budgetary numbers are created during budgeting cycle

  • High level estimates are created to make sure management wants to proceed

  • Time spent in this phase is minimal


Planning

Planning

Plan the Project

Concept

Updated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

Initiation

+/- 50% Milestone Plan

Business Case/CBA

Risk/Value Assessment

Updated Portfolio-Scorecard

Planning

+/- 10% Milestone Plan

Updated Business Case/CBA

Updated Risk/Value Assessment

Updated Portfolio-Scorecard

Execution

Monthly Status

Updated Portfolio-Scorecard

Close

Captured Metrics

Updated Business Case/CBA

Updated Milestone Plan

Updated Portfolio-Scorecard

The project in the Planning Phase is planned to a +/- 10% detailed estimate.

Resources are planning, estimating, analyzing, assessing, documenting.

  • Plan and estimate the work and costs involved

  • Balance scope, schedule and costs to deliver the requirements

  • Document issues and constraints

  • Develop the Detail Plan

    • Update Workplan

    • Update Staffing Profile

    • Update Financial Summary

  • Update the Business Case/CBA

  • Update the Risk & Value Assessment

  • RFP’s are in this phase

  • Fit-Gaps are in this phase

  • You must have a committed plan and resources to leave this phase

  • You must have signed contracts, requisitions etc to leave this phase

  • You must have agreement on how the project will be paid for

  • When you leave this phase you are accountable for cost and budget

  • In most cases the planning phase is not a project


Execution

Execution

Create and Implement the Project Deliverables

Concept

Updated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

Initiation

+/- 50% Milestone Plan

Business Case/CBA

Risk/Value Assessment

Updated Portfolio-Scorecard

Planning

+/- 10% Milestone Plan

Updated Business Case/CBA

Updated Risk/Value Assessment

Updated Portfolio-Scorecard

Execution

Monthly Status

Updated Portfolio-Scorecard

Close

Captured Metrics

Updated Business Case/CBA

Updated Milestone Plan

Updated Portfolio-Scorecard

Resources are performing the work to create and deploy the project deliverables outlined by the detail milestone plan.

  • Design, develop, configure, test, review, verify, assess, deploy and document project deliverables

  • Monitor schedule, costs and deliverable progress

  • Manage and control the work, costs and changes

  • Communicate progress, issues and resolution

  • Approve deliverable readiness

  • Release, transfer deliverables to customers

  • Obtain feedback and sign-offs

  • Report status

  • Update your project information

    • Update Workplan – Completed Tasks, actual hours

    • Update Financial Summary - With actuals, invoices


Close

Close

Complete the Project

Concept

Updated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

Initiation

+/- 50% Milestone Plan

Business Case/CBA

Risk/Value Assessment

Updated Portfolio-Scorecard

Planning

+/- 10% Milestone Plan

Updated Business Case/CBA

Updated Risk/Value Assessment

Updated Portfolio-Scorecard

Execution

Monthly Status

Updated Portfolio-Scorecard

Close

Captured Metrics

Updated Business Case/CBA

Updated Milestone Plan

Updated Portfolio-Scorecard

Resources are released to other projects or operational demand.

  • Update Business Case/CBA (Actuals) – Upload to tool

  • Close the Workplan

  • Close the Financial Summary

  • Close the Staffing Profile

  • Update Project

    • Actual Completion Date

    • Actual Cost

    • Project Closing Statements

  • Request Closure of the project


Project and portfolio management

If nothing ever changed, there'd be no butterflies.


Training instructions

Training Instructions

  • Keep an open mind.

  • Don’t let the tool overwhelm you.

  • Videos – Do not follow along with the videos on your screen, they are available after the class.

  • Labs – They are not a detailed instruction set, so pay attention to the video and feel free to play around.


Implementation timeline

Implementation Timeline


The tool this training

The ToolThis training

HP Project and Portfolio Management Center

Dashboards

Workflow

Administration


Services schedule

Services Schedule

  • Cost Rollup Service – Runs Every Hour

  • Exception Rule Service – Runs Every Hour

  • Financial Metrics Update Service – Runs Every 24 Hours

  • Financial Summary Rollup Service – Runs Every 3 Hours

  • Notification Service – Runs Every 20 Seconds

  • Project Health Service – Runs Every 5 Minutes

  • Resource Pool Rollup Service – Runs Every 5 Minutes

  • Staffing Profile Financial Summary Sync Service – Runs Every 5 Minutes

  • Staffing Profile Period Sum Update Service – Runs Every 5 Minutes

  • Task Actual Rollup Service – Runs Every 250 Seconds

  • Task Scheduler Service – Runs Every Minute


Request types in ppm

Request Types in PPM

  • Proposals – Project ideas, in Concept Phase.

  • Projects – Projects that have been approved to go to Initiation.

  • Project Risk – Risks identified for a project

  • Project Issue – Project Issues

  • Project Scope Change – Project Scope Changes

  • Program Risk – Risks identified for a program

  • Program Issue – Program Issues

  • SW Enhancement- General idea of a change to an existing application

  • Technical Enhancement- General idea of a change to an existing infrastructure.

  • Change Management- Changes to infrastructure and software.

  • APM- Application, Location, Server, and Process tracking.

  • Request User- User additions and modifications request.


Ppm project number vs peoplesoft project number

PPM Project Number vs. Peoplesoft Project Number


Introduction navigation

Introduction & Navigation

  • Video

    • Login

    • Explain the difference between a Private & Shared Dashboard

    • Navigate to a dashboard

    • HP Saas Documentation

    • Edit your profile

    • View My resource Information, how to request it be updated.

    • Review the main navigation buttons, breadcrumbs and search menu


Documentation

Documentation

  • Located on the J Drive;

  • J:\Function\PMO\PortfolioManagement\Framework Templates\PPM91 Documentation


Login screen https ppmtest sook saas hp com

Login Screenhttps://ppmtest-sook.saas.hp.com


Lab 1

Lab 1

  • Login to the tool: https://ppmtest-sook.saas.hp.com

    Username: Student## (Where ## is the number you have been assigned)

    Password: trainme

  • Navigate to the Technology Services Shared dashboard

    a.Dashboard > Shared > Technology Services

  • Navigate to the Revenue Business Segment dashboard

    a.Dashboard > Shared > Business Segment > Revenue

  • Add the dashboard you have open to your “My Links”

    • Mylinks>add this page to mylinks

  • Open your Profile information and change your work plan preferences

    • Open>Administration>Edit My Profile

    • Change the Project Work plan Preferences to 100 tasks per page.

  • In the Search Menu, search for request 30525 (OR) in the upper top right corner use the search box.

  • STOP – END OF LAB


Dashboards

Dashboards

  • Private Dashboards – only you have access to see

  • Shared Dashboards – everyone has access to see

    • Team Member (P)

    • Business Segments

    • Project Manager (P)

    • Agency

  • Can personalize some shared dashboards to filter to only show certain projects you are assigned, programs where you are the manager, etc.

    • (P) indicates those which you would need to personalize to filter and show only your information.

  • Team Manager (P)

  • Technology Services

  • Business Applications

  • Program Manager (P)


Dashboards1

Dashboards

  • A View into the Data within the Tool

Portlets

Dashboard


Types of portlets

Types of Portlets

  • Lists

  • Charts


Dashboard video

Dashboard Video

  • Video

    • Defaulting your dashboard

    • Copying and customizing a dashboard


Lab 2

Lab 2

  • Personalize your Project Manager Dashboard for your assigned Projects.

    • Copy and paste from your shared dashboard (Under Dashboard Templates) to your private dashboard the Project Manager dashboard.

    • Use your pencil to customize your filters for EACH portlet on this dashboard as follows:

      *You must save before switching between portlets*

      • Project Plans Waiting for Approval: Project Manager = You (Student##) – Found under the Proposal Details Section.

      • Projects Ready for Governance Board Review = Project Manager = You (Student##) – Found under the Proposal Details Section.

      • Projects in Execution = Project Manager = You (Student##)

      • Scorecard (Under Program Manager Template) = Project Manager = You (Student##) – Found under the Project Details Section.

      • Resource Request Portlet (Under Team Manager Template); Staffing Profile Manager = You (Student##)

      • Resources Fulfilled Portlet (Under Team Manager Template);; Staffing Profile Manager = You (Student##)


Project and portfolio management

Break

Change is the law of life and those who look only to the past or present are certain to miss the future. ---- John F. Kennedy


Proposals

Proposals

  • Proposals are the submission of the general idea of a project to be further evaluated to see if the organization/agency wants to move forward to establish a project.

  • Proposals = Concept Phase

  • Proposals can be submitted by anyone who has access to the tool.

  • Stakeholders who do not have access, can request a new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf.


Project work flow

Project Work Flow

Concept

New

Prog Mgr

Concept

Ready for Governance Board Review

Prog Mgr

Initiation

Develop High Level Business Case

Project Mgr


Project work flow1

Project Work Flow

High Level Business Case Ready for Approval

Initiation

New

Prog Mgr

Develop Detail Level Business Case

Planning

Project Mgr

Finance Review

Planning

Finance Mgr


Project work flow2

Project Work Flow

Waiting for Detail Plan Approval

Planning

Prog Mgr

Execution

Execution

Project Mgr

Project Close Out

Execution-Close

Project Mgr


Project work flow3

Project Work Flow

Requesting Closure

Execution-Close

Closed

Close

AUDIT:

Was a Work Plan created?

Were Estimates put into the Financial Summary?

Were Actuals posted into the Financial Summary?


Create proposal video

Create Proposal Video

  • Video


Business segment

Business Segment

  • Business Segment

    • Construction

    • Education

    • Eligibility & Insurance

    • Finance & Regulatory

    • Health

    • Natural Resources

    • Public Safety & Defense

    • Revenue

    • Other

  • Business Unit

    • Agency Names

  • Department

    • For those agencies that are on the tool, the list of their departments.


Lab 3

Lab 3

  • Create a new Proposal

    • Name the Proposal: [your name]-Lab3 Proposal.

    • Set the project manager to yourself.

    • Set the Start Period to today’s month and year.

    • Complete the other required fields.

    • Submit the proposal

    • Go to your Private Project Manager Dashboard, you should see it in your first portlet “Project Plans Waiting for approval.

Lab 3 Continued………


Lab 3 continued

Lab 3 Continued

  • Select on the Proposal Number and select Completed under the available actions. You should notice that it goes to Ready for Governance Board review in the status.

  • Go back to your Project Manager Dashboard, you should notice that it now shows up under the Ready for Governance Board Review portlet. It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward, thus causing it to go to Initiation.

Lab 3 Continued………


Lab 3 continued1

Lab 3 continued

  • Select the Proposal Number again, and click the Approve button, you will notice it is now requiring you to enter additional fields:

    • Assign yourself as the project manager,

    • Finish Period of 4 months from today

    • High Level Detail Plan Due Date: 15 days from today

    • Set Program: Pick one of your agency programs

    • Cost Center & Activity Codes: Chose your agency codes

    • Is a time entry project ID needed? No

    • Put “Approved by Governance Board on [today’s date].

    • Select Continue Workflow action; this will create a new project.

  • If you scroll to the bottom of the page, you will notice there is now a Project reference with a new project ID under the relationship details.

  • If you go back to the Dashboard, you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status.


Reviewing project information

Reviewing Project Information

  • Video

    • Reviewing the Project Summary Tab

    • Reviewing the Project Details Tab

    • Reviewing the Project References Tab


Risk and value

Risk and Value

  • Each project will need to have the Risk and Value assessment performed.

  • This is done by answering the questions within the tool on the Project Details Page under the Value ratings and risk ratings.


Lab 4

Lab 4

Review a Project

  • Use your dashboard or the search function to find your project you created in Lab 3.

  • Answer the questions on the Project Details Tab for Risk and Value.


Lunch

Lunch


Portfolios programs

Portfolios & Programs


Programs and projects

Programs and Projects

PROJECTS:

Tourism Consolidation

EBC Consolidation


Business segment programs

Business Segment Programs


Project management

Project Management

  • Each project is assigned to a Program

  • Each project is assigned to a Project Manager

  • Project Manager Responsibilities:

    • Review Project risks, issues, and scope changes.

    • Assure all information is up to date for their projects for

    • Project Review and Governance Board meetings.

      Financial Summary (Financial Estimates & Actuals)

      Staffing Plan (Workload of internal staff)

      Work Plan (The project schedule and staff hour actuals)


Program management

Program Management

  • Each Program is assigned to a Program Manager.

    • For Example: Bob Walker = Program Manager for Network/Telecomm Program.

  • Program Manager Responsibilities:

    • Look at dashboards.

    • Review Program risks, issues, and scope changes.

    • Assure all information is up to date for

      Project Review and Governance

      Board meetings.


Portfolio administrators

Portfolio Administrators

  • Portfolios are assigned to the Portfolio Manager For

    • Example: PMO office = Portfolio Manager for OMES Portfolio’s.

  • Portfolio Manager Responsibilities:

    • Review all proposals and determine validity and are complete.

    • Move projects through Governance Board approval gates.

    • Compiling reports for Project Review and

    • Governance Board meeting support.


Projects belonging to multiple programs

Projects belonging to Multiple Programs

Sometimes we want projects to show up on Multiple Dashboards.

Example: The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO.(OR)

The Consolidation of Health, you would want to see it on the Consolidation Dashboard and the Health Dashboard.


Program roll up

Program Roll-up

A project can only be rolled up, i.e.-their costs and actuals to one Program.

You can have Programs that exist that do not do cost roll-up.

Therefore, the PMO Program is configured to do cost and actual Roll-up. There are Consolidation Programs that does not do cost and actual roll-up.


Projects belonging to multiple programs1

Projects belonging to Multiple Programs

Consolidation Dashboard

Program Management Dashboard

PROGRAM:

Agency by Agency Consolidation

PROGRAM:

Agency by Service Consolidation

PROGRAM:

Service by Service Consolidation

PROGRAM:

PMO

PROJECT: PPM tool Pilot


The difference

The Difference?

Non Financial Program – Service by Service Consolidation

Financial Program – PMO Consolidation


Add projects to a program

Add Projects to a Program

Video


Lab 5

Lab 5

  • Add your project to a second program

    • Go to Open>Program Management>Search Programs

    • Search for Programs that you (Student##) are the program manager

    • Select the Program for which you are a program manager

    • Scroll down to the content section and select the Add Content Button

    • Find your project and select add

    • To remove the project from the program, select the project – not the hyperlink, but somewhere on the line, then click the remove content button.


High level detail level plans

High level & Detail Level Plans

  • The Plans are made up of three sections of the tool:

    • Staffing Profile – For Internal Labor estimate.

    • Work plan – For internal labor actuals.

    • Financial Summary – For External labor and Non-Labor Estimates and Actuals.


Financial information

Financial Information

  • Cost Categories

  • Non-Labor

    • Hardware

    • Software

    • Training

    • Other

  • Labor

    • Internal

    • External

  • Financial Summary

  • Non-Labor Planned and Actual

  • External Labor – Planned and Actual

Staffing Profile

Internal Labor Planned (From staffing needed for the project)

Work Plan

Internal Labor Actual

(From the actual hours entered on tasks)

Financial Summary (Planned Costs and Actual Costs)


Costs

Costs

  • Non-Labor (Planned) – Put in Financial Summary

  • Non-Labor (Actuals) – Put in Financial Summary

  • Labor (Planned)

    • Create Staffing Profile, will rollup to Financial Summary Labor

    • Create Work plan, input actuals, will rollup to Financial Summary


Project management work flow

Project Management Work Flow


Work plans

Work Plans

  • Work plans are basically your project schedule.

  • List of tasks and who is going to do them, how long it will take to do them and in what order.


Work plans1

Work Plans

  • Minimal Fields that need to be entered to a work plan

    • Task Description

    • The begin and end date of the Tasks


Creating your work plan

Creating your Work Plan

Video


Project and portfolio management

Lab6

Create your project work plan.

  • Open your project; go to the Project Summary Tab; In the Work Plan section, select Create work plan from Template; Select the State Template

  • Notice you have tasks created for you, the start date will default to your begin period of your project.

  • To be able to enter Start Date, End Date and Effort; you will need to click on the hyperlink next to the words: “Entering Scheduled Start and Scheduled Finish “ CHANGE; select this and make sure the middle radio button is selected.


Lab6 continued

Lab6…continued

  • Update the Tasks as follows:

    • For the following tasks under Initiation: Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager.

      • Complete Staffing Profile, Financial Summary, Work plan,

      • Risk & value Assessment,

      • Identify Initial Issues and Risks

  • Continue to modify your tasks so that planning is done in the following month after Initiation, and Execution the following month after Planning and Close the month following Execution.

    5. Now if you go back to your project summary tab, you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary.


Staffing profile

Staffing Profile

Once you are assigned a Project, you will need to create a staffing profile by:

  • Determining roles for your project

  • Requesting those roles from the resource managers.


Staffing profile1

Staffing Profile

  • Staffing Profiles allow you to obligate a staff’s time without detailing the specific tasks they are to do.

  • Detail tasks are done in the Work Plan, however the resource will be obligated and assigned to the project based on the staffing profile.


Staffing profile vs work plan

Staffing Profile vs. Work Plan


Staffing request process

Staffing Request Process

Project manager Requests Staff

(Staffing Profile)

Resource Pool Manager commits and Assigns Resources to the project (Staffing Profile)

Labor Planned Hours are updated into the Financial Summary

Project Manager assigns tasks to the resource in the Work Plan

Actual Labor Costs are uploaded to the Financial Summary from the Work Plan

Project Manager Enters Actual Hours worked in the Work Plan


Roles determine how many hours per week or month you will need the resource

RolesDetermine how many hours per week or month you will need the resource


Staffing profile statuses

Staffing Profile Statuses

  • In Planning. The staffing profile is being developed.

  • Active. The staffing profile is available to execute (has to be active to request the resources).

  • Complete. The staffing profile has completed the execution phase.

  • Cancelled. The staffing profile has been cancelled.

  • Lock Down. The staffing profile has been locked and is read-only (cannot be updated).


Creating a staffing profile

Creating a Staffing Profile

Video


Lab 7

Lab 7

Creating a staffing profile

  • From the Project Summary tab, scroll down to the Staffing portlet, select Create a Staffing Profile.

  • The Start and End Period should default to the begin and end period of your project.

  • Change the Status to Active, Click Create

  • Select Add a position Button.

  • In the Role Required, Select Business Analyst, and the Resource Pool of ISD-CORE, Enter 40 in each of the weeks for the first two months of the project. Click the Advanced Tab and select “Internal Labor” for the Cost Category. Select Add Another Button

  • In the Role Required, Select Project Manager, We are now going to select a specific resource for the Project Manager, Select on the Project Manager, in the specific resource requested field, enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project; Click the Advanced Tab and select “Internal Labor” for the Cost Category. Select Add Another Button

  • In the Role Required, Select Developer, Select The resource pool of ISD-Peoplesoft Developer ; Enter 40 hours for each week for the last two months of the project; Select Add

  • You now need to send the resource requests to the Resource Pool Managers; Select Send Resource Request Button.

  • You can send all the roles at once, or only the ones you select; You can also put in a date that you want a response; Enter Friday’s date in each of these. Select SEND

  • You will notice the Status goes to Requested.

  • If you go to your Project Manager Dashboard you created in lab 2, you will notice you now have something in your Resource Request Portlet.


Break

Break


Financial information1

Financial Information

  • Cost Categories

  • Non-Labor

    • Hardware

    • Software

    • Training

    • Other

  • Labor

    • Internal

    • External

  • Financial Summary

  • Non-Labor Planned and Actual

  • External Labor – Planned and Actual

Staffing Profile

Internal Labor Planned (From staffing needed for the project)

Work Plan

Internal Labor Actual

(From the actual hours entered on tasks)

Financial Summary (Planned Costs and Actual Costs)


Inputting planned costs into financial summary

Inputting Planned Costs into Financial Summary

Video


Lab 8

Lab 8

Input Planned Costs

  • Enter the estimated costs into the Financial Summary cost lines.

    • Go to the Project Summary tab, scroll to the bottom, within the Project Cost Portlet, click on the View Financial Summary.

    • Scroll to the bottom and select the Edit Costs Button.

    • Select the Add Cost Line Button

    • Select Type: Non-Labor, Category: Software (click Add Another)

    • Select Type: Labor, Category: External Labor (click Add Another)

    • Select Type: Non-Labor, Category: Other (Click Add)

    • For Software; put the entire $53,000 in the first month of the project.

    • For External Labor, spread the $71,000 between each month of the project.

    • For Other, spread the $20,000 between five months of the project; putting $4,000 in each month.

    • Your total should add up to $144,000. Click Done;

    • You will notice the Total Forecast Cost is now $144,000 + the internal labor costs from your staffing profile.

    • Select Done


Assign resources

Assign Resources

  • Promised - Promised allocations are resource allocations who are not specifically named or identified. They can be used when a resource is allocated but the resource is not defined in PPM Center (for example, a subcontractor). Or, they can be used to commit resources and then assign a specific resource at a later time. (Should only be used during Initiation Phase)

  • Committed - Amount of effort provided by allocated resources that are committed.

  • Soft Booked - Amount of effort provided by allocated resources that are not yet committed.

  • Unmet Demand – the number of hours or FTE that are needed to fulfill a resource request for a project.

  • Remaining Capacity – The total capacity of a resource less the total assignments they are committed to soft booked to.


Process framework1

Process Framework

Concept

Updated Portfolio (Cost > $15,000)

Name, Description, Initial Benefit, Initial Scope

Initiation

Updated Portfolio-Scorecard

+/- 50% Milestone Plan

Business Case

Risk Assessment

Promised with No Name

Or Soft Booked with a Name

Soft Booked with a Name or

Committed with a Name

Planning

Updated Portfolio-Scorecard

+/- 10% Milestone Plan

Updated Business Case

Updated Risk Assessment

Execution

Updated Portfolio-Scorecard

Monthly Status

Close

Updated Actuals

Updated Business

Captured Metrics


Approving staffing requests

Approving Staffing Requests

Video


Lab 9

Lab 9

Approving Staff Requests

  • Go to your private Project Manager dashboard, VIEW the Resources Requested Portlet.

  • You will notice that you have 3 unmet demand for this Staffing Profile or Project. select the staffing profile you just created.

  • Select the checkbox next to the unmet demand under Business Analyst , Select the Resource Finder Icon next to the Assign Button;

  • The list that comes up, are those individuals that are in the role of Business Analyst; select several from the list. Select View Resource Load

  • You will notice it now shows you the Total Capacity, Total Assignments and Available Capacity, if you click on the Assignment Details Hyperlink at the top of the page; it will also show you the projects they are already committed to. This screen will allow you to determine which resources are available during the time that is being requested. When you are done looking at this screen, select DONE.

  • You can now unselect those people you do not which to assign, leaving only the person you want to assign to this project and click the ASSIGN button.

  • You will notice the person’s name at the top of the screen, and a list by week how much capacity is available from the Resource Pool. Change the Drop Down from Soft Booked To Committed; Select Done.

  • For the Developer you will need to select at multiple resources to meet the demand requested.

  • Do the same thing for each of the Roles.


Break1

Break

  • END FOR THE DAY


Project and portfolio management1

Project and Portfolio Management

Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.


Viewing your plans

Viewing your Plans

  • The steps that are required for completing the initial or detail planning for your project include completing the following :

    • Work plan,

    • Staffing profile

    • Financial summary

  • The next step, is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab,

    • This is the view that will be used for the project review meetings.


Viewing submitting your milestone plans

Viewing & Submitting your Milestone Plans

Video


Lab 10

Username: Studentxx

Password: trainme

Lab 10

  • Export your Plan,

    • Open your Project; Go to the Project Summary Tab; Select the Export to PDF (in the upper left hand corner)

    • Select the Display header, Display Title and Display timestamp

    • Expand the Choose Portlets

    • Select the following portlets

      • Project Summary and Health

      • Work Plan

      • Milestone Summary

      • Issues (If you have any, if not, then do not select this)

      • Project Cost

    • Select Portrait and click EXPORT

  • Submit the request to have your high level plan project reviewed.

    • Go to the Project Details Page; Select the Complete Button;

    • In the Notes section; Put High Level Plan Ready for Approval.

    • Select Continue Workflow

    • If you go back to your dashboard for your agency, you will notice the project is now in the Project Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval.

  • Approve the High Level Plan

    • Go to the Project Details Page; Select Approve

    • In the Notes Section; Put High level Plan Approved

    • Select Continue Workflow

    • If you go back to your dashboard for your agency, you will notice the project is no longer on the Project Plan Waiting for Approve Portlet, but does show up on the Score Card and Project List.


Baselines snap shots

Baselines & Snap Shots

  • There are 2 times during a project that the system will automatically take a Snapshot of your Financial Summary and a Baseline of your Work Plan.

    • When your High Level Plan is Approved

    • When your Detail Level Plan is Approved


Lab 11

Lab 11

  • Review your Baseline for your project;

    • Go to the Summary Tab of your project; in the work plan portlet, click the View Baselines button.

    • You will notice a baseline named High Level Business Case Approved.

  • Review your snapshot of your Financial Summary;

    • Go to the Summary Tab of your project; in the Project Cost Portlet, select the View Financial Summary Button;

    • Click on the View Snapshots hyperlink in the Summary section.


Weekly update process

Weekly Update Process

  • There are 3 things that need to be updated each week.

    • Your work plan needs to be updated;

      • With updated percent complete on the tasks

      • With actual hours worked

    • Your Financial Summary needs to be updated.

      • With actuals for the non-labor cost categories.

    • Update your notes section with the current status.


Weekly update process1

Weekly Update Process

Video


Peoplesoft project time report

Peoplesoft Project Time Report

Video

  • Each person will have to request access to the HCM system and to the below query:

  • GO_TL_REPORT_HOURS_BY_PROJECT


Lab 12

Lab 12

  • Edit your work plan

    • Add 160 hours for the first Month of your project.

      • Select on the Initiation Task; Click the Add button (+)

      • Add a line name it: Month Year (the first month and year of your project)

    • Complete all the Initiation and Planning Tasks

  • Update your financial summary

    • Go to: Project Summary Tab>View Financial Summary>Edit Costs Button

    • Make sure the Forecast and Actuals Hyperlink is selected

    • For the first month of the project;

      • Enter a $30,000 invoice for Software

      • Enter a $10,000 invoice for External Labor

  • Add a user note (This can be found on the Project Details Tab, scroll down to the Notes section) with a status of: “Project is going well, waiting on sponsor approval of deliverables”


Process library

Process Library

Process Library Video

An Online Library of the Project and Portfolio Processes.

Categories:

Roles

Disciplines

Work Products

Life Cycle

http://eclipse.omes.ok.gov


Lab 13

Lab 13

  • Go to the process library,

    • Look up what deliverables the Portfolio Administrator is responsible for.

    • Lookup who is responsible for The Close Project Task within Project Management.

    • Lookup who is responsible for creating the Opportunity Map within Portfolio Management


Project and portfolio management

CBAs

  • CBA – Cost Benefit Analysis

  • Required on all Consolidation or Cost Savings Initiatives and any other time Management deems necessary.


Project and portfolio management

CBA

  • Video


Lab 14

Lab 14

  • Using the financial information in your project, create a CBA for your project.

    • Go to the Process Library and Find the CBA Template.

    • On the Future Costs Tab, Update the Template with the below information;

      • In the Internal Labor costs section, enter 35,000 in the Total Salary, put 5 in the estimated annual % column. (This is indicating it is going to take 5% of the project staff time to perform continued maintenance on the software.

      • In the Software section, enter 1 license and $53,000 in the Annual SW Cost per license and 20% in the Annual Maintenance.


Lab 14 cont

Lab 14…Cont

  • In the professional services section, put 710 in the # of hours and 100.00 in the rate with 0 in the Ongoing %

  • In the Internal Training/Travel/Misc section, put Training in the Item, put 1 in # items, put $20,000 in the Annual Cost per item and put 0 in the Annual Maintenance.


Lab 14 cont1

Lab 14…Cont

  • On the Current Costs Tab, Update the Template with the following information:

    • The current internal labor cost for the existing system that this is replacing is 2 full time people at a salary of 52,000 per year. In the Internal Labor costs section, create two lines, one for each FTE enter 52,000 in the Total Salary, leave Benefit Pct column and put 100% in the estimated annual % column. (This is indicating it is would take 100% of the project staff time to perform continued maintenance on the software.)

    • In the Software section, enter 100 licenses and $5,000 in the Annual SW Cost per license and 100% in the Annual Maintenance. (For the cost of the SW licenses)


Lab 14 cont2

Lab 14….Cont

  • Look at the Cost Benefit Tab, you will notice a NPV a Payback period and a IT Cost reduction is computed.

  • Go to your project, enter this information in your project details tab, under the Business Case Details Section:

  • Upload the CBA to the Project.


Crm employee self service

CRM Employee Self Service

  • If you have any questions or concerns regarding the PPM Tool you should create a CRM case.

  • To Add a Case:

    Log into CRM ESS, Select Help Desk, then Select Add Case.


Completing the crm ticket

Completing the CRM Ticket

  • Business Unit: Is always OSF Service Desk.

  • Customer: Defaults to the User. However, this field can be changed by selected the Edit Employee Link.

  • Account Number: Is not active, at this time.

  • Case Type: Options are Request Fulfillment or Incident Management.

    • Request Fulfillmentis uses at all other times.

    • Incident Managementis used is something is broken or about to break.

  • Product Group: Is always Customer Support

  • Product: Select Customer Service (as it is the only option).

  • Category, Specialty Type & Detail: Select the option that best fits the problem.

  • Priority: Defaults to Priority 3.

  • Severity: Defaults to 3. Low.

  • Problem Summary: Provide a brief summary of your problem. This field is used just as a subject line is used in an email.

  • Problem Details: Provide a detailed description of the problem, including any error messages received.

  • Attach a File: Attach screen shots of error messages, reports, and other documentation that will assist with the quick resolution of the problem.

  • *Note: The following fields are not used by the OMES Service Desk: Account Number, Product Hierarchy, Problem Type, Asset Tag and Urgency. Therefore, these fields will remain blank.


Creating crm case

Creating CRM Case

  • Video


Next steps

Next Steps

  • Verify your project information in Production

  • Project Plans waiting for approval – need to move to Hold if not ready to go to Governance Board or approve them to go to the Governance Board.

  • Update your Staffing Profiles, Financial Summaries and Work plans for each active project; By August 30th


Creating your dashboard in production

Creating your Dashboard in Production

  • Login to the production site;

    • From the CIO Website homepage;

    • User ID; Peoplesoft ID

    • First time Password: sookppm

  • Setup your Dashboards for Project Manager; Program Manager; Team Manager and Team Member. (Refer to Lab 2)


Updating your concept projects

Updating your Concept Projects

  • Look at your projects from one of your dashboards – The Project Plans Waiting for Approval

    • If you want these to stay in Concept and not go to the Governance Board, move them to Hold.

    • If you want these to be considered to move forward at the next governance board, Select Completed and they will move forward to go to the Governance Board.


Verification of production

Verification of Production

  • Look at your Projects Ready for Governance Board Review Portlet, verify this is the correct status for these projects, if not, move them to where they need to go using the workflow.

  • Look at your Project in Execution Portlet, verify these are the projects that are in Execution. Don’t worry about the Gantt charts yet, you will do that in a later review.

  • Look at your Scorecard Portlet – These should be all projects that are not in Concept, you will need to verify their Phase, Status, Actual Start Date, Original Planned Finished Period, Planned Finished Period and Most Recent User Note. If any of these are incorrect, open the project and update the Project Details tab with the correct information.


Updating project information

Updating Project Information

  • For Each Project on your Scorecard you will need to do the following:

    • Create and complete a Work Plan

    • Create your staffing profile using your Work Plan.

    • Create your Financial Summary if you have any costs other than internal labor, if you only have internal labor, you will not need to do this step.

    • Once you have completed this, do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them: Initial Snapshot


Verify dashboard

Verify Dashboard

  • Now go back to your Dashboard and verify the following Portlets:

    • The Projects in Execution – Assure that the Gantt charts are now accurate, if not you will need to open the Work Plans and adjust them.

    • The system will update your Schedule Health, Cost Health, Total Forecast Cost and Estimated to Complete for you – this may take a while, so don’t worry if it is not there today….if you check tomorrow and it is still not correct, open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it.


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