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Project Portfolio Management PPM. User Guide Project Managers. Version 1.0. PPM Project Project Manager User Guide. Introduction Access Rights State Diagrams Engagement Account User PPM Structure Navigation Delivery Areas Engagements Tasks Approval / Rejection KPIs Staffing

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project portfolio management ppm

Project Portfolio ManagementPPM

User Guide

Project Managers

Version 1.0

ppm project project manager user guide
PPM ProjectProject ManagerUser 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
introduction4
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 matrix

Legend

C Create

R Read

U Update

D Delete

Phase 1.1

Phase 1.2

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.

Deletion of an Approved/Validated of Timesheet, Expenses & Absencesis an Admin right.

User must ask for the deletion to the Approver who will forward the demand to Admin.

  • Timesheet, Expense, Absence.
state diagrams engagement management

Pre-Active

Project Manager

Project Manager

Project Manager

Project Manager

Delivery Head

State Diagrams Engagement Management

Start

Edit

Add newEngagement

Active

Set to Active

Done by the admins at the beginning

Set to Inactive

Deleted

Inactive

Set to Deleted

state diagrams account management

Pre-Active

Finance

Finance

Finance

Finance

Finance

State Diagrams Account Management

For information only

Start

Add

Edit

Active

Set to Active

Set to Inactive

Deleted

Inactive

Set to Deleted

state diagrams user management

Pre-Active

Pre-Active

HR

HR

HR

HR

HR

Active

Deleted

Interfaces

Interfaces

Interfaces

Inactive

State Diagrams User Management

For information only

Start

Start

Set to Active

Add

Add

Manual Management is for exception handling only

Edit

Edit

Set to Inactive

Set to Deleted

ppm structure engagements

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

navigation

Navigation

Delivery Areas & Engagements

navigation delivery area engagement listing
NavigationDelivery Area & Engagement - Listing

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

navigation delivery area engagement filtering viewing
NavigationDelivery Area & Engagement – Filtering & Viewing

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

Click on Engagement Name to view details

Select your filter

Click Go to run the filter

navigation delivery area view
NavigationDelivery Area – View

Financial Details

Expenses Details

Delivery Area Information

Bold shows current level

List of Engagements

Click to Edit

Main Financial Information

Click on name to go to Engagement

Members

navigation engagement view
NavigationEngagement – View

Financial Details

Tasks Details

Expenses Details

Engagement Information

Bold shows current level

Click to Edit

Tasks

Main Financial Information

Members

navigation delivery area engagement view details
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 listing for an engagement
NavigationTasks – Listing – For an Engagement

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

Only Engagements have tasks.

A Delivery Area does not have tasks associated with it.

Click on New Task to add a task

Click on Task name to view details and edit

An Engagement of type FTFP, will have an additional task - Warranty

Hours are logged against a task, not directly against an Engagement

navigation tasks listing for a delivery area management
NavigationTasks – Listing – For a Delivery Area Management

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

A Delivery Area Management must not have more Tasks.

Click on Task name to view details and edit

navigation tasks edition
NavigationTasks – Edition

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

Fields marked * are mandatory

Cost Center should be the one linked to Delivery for the client

Code is free text. In the initial configuration a 2 character code has been used

An Inactive Task can not be used

Always Hour

Only if the duration is different form the Engagement

approval rejection steps
Approval / Rejection Steps
  • View & track Status
  • View Request Details
  • Approve / Reject
approval rejection view track status step 1
Approval / Rejection View & track Status – Step 1

All workflows needing your approval will be visible in your Home Page Workflow Inbox.

Type of the Request

For more information concerning the workflows please see the User Guide

Submitter of request

Click on Approve to begin

approval rejection view workflow details step 2
Approval / Rejection View Workflow Details – Step 2

Start the task to Approve or Reject

Workflow Journal

approval rejection approving or rejecting step 3 1
Approval / Rejection Approving or Rejecting – Step 3.1

Add Comment

Approve Yes or No

Comments are important as they can provide information on why the workflow was approved / rejected. They are visible in the Journal by all users.

Click when finished

members30
Members

The Engagement details pages give a summary of the hours logged against the project as well as a list of the members of the Engagement

(M) Indicates Member

(P) Indicates Project Owner

Member assignments should be verified, and in case of error, please contact sysadmin