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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

Project Portfolio ManagementPPM

User Guide

Employees & Consultants

Version 1.1

project portfolio management ppm consultant employee user guide
Project Portfolio Management PPMConsultant & EmployeeUser Guide
  • Overview
  • Structure
  • Workflows
  • Basic Navigation
  • Timesheet
  • Expenses
  • Absence
  • Remaining Tabs
slide3

PPM

Overview

ppm overview what is project portfolio management
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
ppm overview what is the ctp ppm tool
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:

ppm overview what is the ctp ppm tool6
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

ppm overview terminology
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
slide8

PPM

Structures

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

ppm structure pre sales

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

...

ppm structure delivery groups
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

ppm structure solutions

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

ppm structure delivery administration
PPM StructureDelivery Administration

xxx – Delivery Admin

Meetings

Internal System Usage

1 per Office

Hours logged against Tasks

Internal Projects

Recruitment Support

ppm structure administration groups
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

ppm structure archives
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
slide16

PPM

Workflows

workflows
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.

slide18

PPM

Basic Navigation

basic navigation log in
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

basic navigation home page
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

basic navigation workflow inbox
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

basic navigation users
Basic NavigationUsers

User tab shows a summary of all users in the system

basic navigation user details me
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

basic navigation log out
Basic NavigationLog Out

To Log out, click on the Log Out button

slide25

PPM

Timesheet

timesheet
Timesheet
  • Overview
  • Tasks
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
timesheet tasks
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
timesheet state diagram

Legend

Internal State

Submitted

Submitter

Submitter

Submitter

Submitter

Approved

Owner

Owner

Created

Saved

Rejected

Timesheet State Diagram

Submit

Submit

Reject

Approve

New

Edit

timesheet30
Timesheet
  • Overview
  • Tasks
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
timesheet creation workflow

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

timesheet creation steps
TimesheetCreation – Steps
  • Create timesheet entry by day or by week
  • Submit timesheet
  • View & track Status
timesheet creation step 1 1
TimesheetCreation – Step 1.1

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

By Day

By Week

timesheet creation step 1 2 by week
TimesheetCreation – Step 1.2 (By Week)

Enter the required hours and click ‘Save hours’ button

timesheet creation step 1 3
TimesheetCreation – Step 1.3

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

Select different period / project

timesheet creation step 2
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

timesheet creation step 3
TimesheetCreation – Step 3

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

timesheet38
Timesheet
  • Overview
  • Tasks
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
timesheet approval workflow

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

timesheet approval what next
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

timesheet42
Timesheet
  • Overview
  • Tasks
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
timesheet rejection workflow

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

timesheet rejection what next step 1 1
TimesheetRejection– What Next? – Step 1.1

Click on Modify Link from the Home Page Workflow Inbox

timesheet rejection what next step 1 2
TimesheetRejection– What Next? – Step 1.2

Click on Edit

Journal shows steps and comments

timesheet rejection what next step 2
TimesheetRejection– What Next? – Step 2

Make changes and click OK. Workflow is resubmitted for approval.

slide48

PPM

Expenses

expenses
Expenses
  • Overview
  • Types
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
expenses types
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
expenses state diagram

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

expenses53
Expenses
  • Overview
  • Types
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
expenses creation workflow

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

expenses creation steps
ExpensesCreation – Steps
  • Create Expense Items
  • Create Expense Bundle
  • View & track Status
expenses creation step 1 1
ExpensesCreation – Step 1.1

Use the Expenses Tab to add new expenses.

Add New Expense

Add New Expense

expenses creation step 1 2
ExpensesCreation – Step 1.2

Enter the details and click OK.

Projectcan notbe blank

expenses creation step 2
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

expenses creation step 3
ExpensesCreation – Step 3

All expense entries visible from the Home Page Workflow Inbox

Request Status

Bundle for approval

expenses60
Expenses
  • Overview
  • Types
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
expenses approval workflow

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

expenses post approval steps
ExpensesPost Approval – Steps

Mandatory

  • View Bundle
  • Print Bundle
  • Attached your receipts/tickets to the Bundle and send them to Finance
expenses post approval step 1
Expenses Post Approval – Step 1

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

Bundle Status

expenses post approval step 2
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

expenses65
Expenses
  • Overview
  • Types
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
expenses rejection workflow

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

expenses post rejection steps
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

expenses post rejection step 1
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

expenses post rejection step 2
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

slide70

PPM

Absence

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

absence state diagram

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

absence75
Absence
  • Overview
  • Types
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
absence creation workflow

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
absence creation steps
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
absence creation steps 1
AbsenceCreation – Steps 1

Can be accessed from the Absence Tab

absence creation steps 1 alternative
AbsenceCreation – Steps 1 (alternative)

Or directly from your Home Page

absence creation steps 3
AbsenceCreation – Steps 3

Add Absence Details and click OK

absence creation steps 4
AbsenceCreation – Steps 4

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

absence creation steps 4 alternative
AbsenceCreation – Steps 4 (alternative)

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

Status of Request

absence84
Absence
  • Overview
  • Types
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
absence approval workflow

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

absence approval what next view print
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

absence88
Absence
  • Overview
  • Types
  • State Diagram
  • Creation
    • Workflow
    • Steps
  • Approved... What Next?
    • Workflow
    • Steps
  • Rejected... What Next?
    • Workflow
    • Steps
absence rejection workflow

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

absence post rejection steps
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.

slide91

PPM

Remaining Tabs

remaining tabs engagements
Remaining Tabs Engagements

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

remaining tabs engagements searching filtering
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