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Project Portfolio Management PPM. User Guide Employees & Consultants. Version 1.1. Project Portfolio Management PPM Consultant & Employee User Guide. Overview Structure Workflows Basic Navigation Timesheet Expenses Absence Remaining Tabs. PPM. Overview.

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Project portfolio management ppm l.jpg

Project Portfolio ManagementPPM

User Guide

Employees & Consultants

Version 1.1


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Project Portfolio Management PPMConsultant & EmployeeUser 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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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: T&M 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

PPM OverviewWhat is the CTP PPM tool?

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


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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

Legend

Phase 1

Later

Never...

PPM OverviewWhat is the CTP PPM Tool?

]po[ Functionality at a glance


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PPM OverviewTerminology

  • Engagement– a delivery activity undertaken for a client

  • Engagement Mode– pricing model of an engagement (T&M, Managed T&M 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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Legend

task

Engagement

Delivery Area

Delivery Area Management

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 T&M or FTFP

Billable Time – Special Rate

Non-Billable Time

People assigned to Engagement

Warranty

...

FTFP Engagement only


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Legend

Task

RFP

Office Pre-Sales

Office - Prospects

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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Legend

Task

Solution

Solutions

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

Absences entered against Group

XXX -Marketing

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 user’s 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


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Engagement

T&M

Billable

Billable Time - Special Rate

Non-Billable

FTFP

Billable

Billable Time - Special Rate

Non-Billable

Warranty

Managed T&M

Billable

Billable Time - Special Rate

Non-Billable

Group (Delivery)

Beach

Admin

Public Holiday

Vacation

Sick

Personal

Unpaid Leave

Military Service

Training & Conferences

Solution

Administration

Non-Billable Time

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

TimesheetTasks


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Legend

Internal State

Submitted

Submitter

Submitter

Submitter

Submitter

Approved

Owner

Owner

Created

Saved

Rejected

Timesheet State Diagram

Submit

Submit

Reject

Approve

New

Edit


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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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Consultant

Timesheet

Add Timesheet Item(s)

Sub-contractor

Wait for Approval

TimesheetCreation – Workflow

Task added to Submitter’s and Approver’s 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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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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Home Page Workflow Inbox

Approver

Submitter

Timesheet

Select task to be reviewed

Review and approve task

TimesheetApproval – Workflow

Task removed from Submitter’s and Approver’s Home Page Workflow Inboxes

View & print timesheet details


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TimesheetApproval – What Next? – Steps

Optional

  • View

  • Print


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TimesheetApproval – 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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Home Page Workflow Inbox

Select task to be modified

Approver

Submitter

Edit & Re-Submit Timesheet Item(s)

Wait for Approval

Select task to be reviewed

Review and reject task

TimesheetRejection – Workflow

Home Page Workflow Inbox

Task removed from Approver’s Home Page Workflow Inbox and updated to Rejected/Modify in Submitter’s Home Page Workflow Inbox

Task added to Submitter’s and Approver’s Home Page Workflow Inboxes


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TimesheetRejection – What Next? – Steps

  • Modify

  • Re-submit


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TimesheetRejection– What Next? – Step 1.1

Click on Modify Link from the Home Page Workflow Inbox


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TimesheetRejection– What Next? – Step 1.2

Click on Edit

Journal shows steps and comments


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TimesheetRejection– 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


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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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Submitted

Submitter

Submitter

Submitter

Validated

Approved

Owner

Owner

Finance

Deleted

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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Employee

Expenses

Add Expense Item(s)

Create Bundle with selected item(s)

Sub-contractor

Wait for Approval

ExpensesCreation – Workflow

Task added to Submitter’s and Approver’s Home Page Workflow Inboxes


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ExpensesCreation – Steps

  • Create Expense Items

  • Create Expense Bundle

  • 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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Home Page Workflow Inbox

Approver

Submitter

Expenses

Sign and provide to Finance with receipt(s)

Select task to be reviewed

View and print bundle details

Review and approve task

ExpensesApproval - Workflow

Task removed from Submitter’s and Approver’s Home Page Workflow Inboxes


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ExpensesPost Approval – Steps

Mandatory

  • View Bundle

  • Print Bundle

  • 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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Home Page Workflow Inbox

Home Page Workflow Inbox

Edit Expense Item(s)

Select task to be modified

Delete bundle

Approver

Submitter

Wait for Approval

Select task to be reviewed

Create and Submit Bundle with selected item(s)

Review and reject task

ExpensesRejection – Workflow

Task removed from Approver’s Home Page Workflow Inbox and updated to Rejected/Modify in Submitter's Home Page Workflow Inbox

Task added to Submitter’s and Approver’s 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.

Unavailable for selection as part of bundle

Select 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


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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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Submitted

Submitter

Submitter

Submitter

Approved

Owner

Owner

Deleted

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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Employee

Add Absence Item(s)

Absences

Sub-contractor

Wait for Approval

AbsenceCreation – Workflow

Task added to Submitter’s and Approver’s Home Page Workflow Inboxes

  • Can only log the following types:

    • Military Service

    • Sick

    • Special Leave Maternity

    • Vacation


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AbsenceCreation – Steps

  • Request absence through Absence or Home tabs

  • Select the Absence Request type

  • Enter information about Absence Request & submit the Absence Request

  • 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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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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Home Page Workflow Inbox

Approver

Submitter

Select task to be reviewed

Absence

Review and approve task

AbsenceApproval – Workflow

Task removed from Submitter’s and Approver’s Home Page Workflow Inboxes

View & print absence details


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Absence Approval – What Next? – Steps

Optional

  • View

  • 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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Home Page Workflow Inbox

Select task to be modified

Approver

Submitter

Wait for Approval

Select task to be reviewed

Review and reject task

AbsenceRejection – Workflow

Edit and Save Absence Item(s)

Task removed from Approver’s Home Page Workflow Inbox and updated to Rejected/Modify in Submitter’s Home Page Workflow Inbox

Task added to Submitter’s and Approver’s 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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