Project & Portfolio Management Software

Transcription

1 Project & Portfolio Management Software

2 Roles How to create and edit a project: General details Resources Expense Types Time Types How to create/edit a project components The plan (the list of tasks and the timeline) The issues My Time Card in My Work application Reports Usage and customization of the Desktop Best Practices

3 Portfolio Managers: Evaluate and approve projects requests Run reports Project Managers: Create projects and plans Team members edit plans Enter hours worked and issues Edit plans

4 Browsers: McGill username McGill password Internet Explorer 9 and up Firefox

5 The list of Applications depends on your security role Click the Applications menu to view the list of applications available Click the image to open the application

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7 Types of project: Evolution: e.g. a new function for an existing application Support: ongoing operations (for units that have staff who work on major projects and keep the lights on activities) Project: Major project with a beginning and an end e.g. implementation of a new application

8 Resources Managed by project: Resources managed at the project level If there is no plan May be used to book resources time Managed by plan (recommended) Resources managed at the plan level Hours entered in the plan will overwrite the number of hours at the project level Plan Project

9 Click New > Project

10 Sections of the form

11 Click Save before changing section A required field has a red asterisk

12 Click the magnifier icon to search Click the arrow to view a description of the field

13 Information needed for the General section of the project: Project Name Sponsor Acct/Dept (the client account) Type ( e.g. Evolution) A Start and End Date

14 Information needed for the General section of the project: Project Template: select a plan template (optional) Type of Time and Expense Approval (by the project manager is recommended) Choose the Resource Management type (By Plan recommended) Lead IT Unit ( the project manager s unit)

15 Add resources: IT Services people People added to the list by the PPM administrator Click Add Resources Click Actions > Add Resources

16 2. Click Search 1. Type a part of the name 4. Click Next 3. Check off the resource

17 Save Send a notification by to the resource by checking off Notify resources Do not change the schedule. It will be updated by the plan

18 Time Accounts: options of time type when a team member reports his hours For a project type Project, the time type Projects Participation should be the only type

19 To add a time type 1. Click a time type 2. Click Add Click Delete to remove a Time type

20 View the list of projects that you manage Edit a project to: Add/Remove Resources Update the project Health (Status in not in use) Click the project name to edit the Project details To change Health, click in the Status column of the project

21 1. Click the project name in the left panel 2. Click Manage

22 Click Update Status To fill in the form, refer to the document ITS Project Management Guide in CenterStage

23 Click a link to edit the information e.g. add or remove resources

24 Add an alternate Manager or change Manager Actions > Change Manager

25 Actions > Deactivate : removes the project from the active project list Actions > Close: closes the project if it is completed or cancelled

26 Click Manage Projects to search for Inactive projects The Inactive projects are: project requests approved (need to be activated) projects that are not active

27 Add more resources to your project: 1. Click Manage Projects 2. Click the project name 3. Click Resources 4. Click Actions > Add Resources 5. Search for resources and select them 6. Click Next 7. Click Save 8. Close the window

28 List of projects that you are involved in: As a project manager or As a team member

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30 Click the project name Click Plans to create or modify a plan

31 Click New to create a new plan Existing plans list Click the plan s name to edit the plan

32 Click Check Out to edit a plan

33 Click the arrow of a parent task to see its children

34 Hover over a column heading to see a description To add a new task, click on an empty line in the Title column and enter the title

35 To insert a new task, above another one: 1. Click on the task 2. Click Insert

36 To create a sub-task 1. Click on the task 2. Click Indent

37 To reorder tasks, you can move them up or down 1. Click on the task 2. Click Move up or Move down

38 To edit the task details, 1. Click on a column entry to select it 2. Click it again 3. Start typing

39 Right click on a task to see a menu

40 Task Details: view/change any details of the task

41 Enter the % completion of the task o the remaining hours Add a Milestone

42 Resources cannot be added to parent tasks To assign resources: 1. Click in the Resources column for the desired task 2. Click twice again to display the list 3. Check off the resources in the list To add a new resource to the list, go to Manage Projects > Resources

43 Drag and drop resources to a task

44 Click on a task and click Assign 1. Check off the desired resource 2. Set up the % of the task assigned

45 Enter the line number of a task that must be done before in the Predecessors column To enter a lag, enter the line number plus the number of days In this example: the task Define new processes must be completed before the task Requirements starts The task Determine KPI plus 2 days must be completed before the task Product/Vendor selection

46 1. Right click on a task and click Task Details 2. Click the Relationships tab 4. Select a type of relationship 3. Enter the line number of the predecessor task

47 If you want a task to end-start the same day, the Lag must be 0 Enter a lag if needed

48 Hover over an icon to see its description

49 To keep track of the original start and end date If the dates are changed, the Baseline Variance column shows the delay

50 To baseline a plan, click Baseline > Plan/iteration > Set > Set Baseline 1

51 To display the columns related to the Baseline: 1. Right click on any column heading 2. Click a column name: e.g. Baseline Variance

52 Click the Gantt tab Gantt chart

53 Show critical path

54 Click the bar s border and drag it to change the end date Click the bar and drag it to change the start date

55 Details Shift/Copy/Delete a plan

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58 To enter a New Issue: Click New > Issue

59 To fill in the form, refer to the document ITS Project Management Guide in CenterStage

60 To search for issues: 1. Click Issues under your project name to see a list of searches 2. Click on a search name

61 To edit an issue, click the Issue Title Click Edit

62 1. Open your plan 2. Right click on a task 3. Click Task Details 4. Click the Issues tab 5. Click New

63 The time card

64 Applications Menu tab > My Work

65 Click My Assignments to see the list of tasks assigned to you Click Add to add a task to your time card

66 Click My Time Card to enter your hours Select the week To enter hours, click the + sign in front of a task

67 Click Submit as Final to have your time card approved The hours are not editable after they are submitted Click the number of hours to edit or delete

68 Enter your time off Click Add Time Click Time Off

69 To remove a task from the Time Card, click MY Work Click Remove

70 The Projects Reports

71 Click Reports and select a report type

72 Click Run Report Enter your criteria

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74 Customize the Desktop Desktop: shortcuts to applications Click a blue link to view and/or update the information

75 Create a New Desktop

76 Change the layout

77 Click an application to see the list of modules available

78 Click and drag modules to reorder, or change column Click and drag a module to Column 1 or Column 2

79 To remove a module, drag it to the left side of the window

80 Application opens in a new tab The Projects application has its own desktop Click Edit Projects Desktop to add Projects modules (shortcuts) to the desktop

81 Support

82 CenterStage: ITS Project Management Guide IT Knowledge Base: article # Project and Portfolio Management

83 Andrew Lutzuk (514) IT Services (514)

84 Please evaluate the training: Minerva > Employee > IT Customer Services (ICS) Menu > Training Evaluations