Project Portfolio Management PPM

1. Project Portfolio ManagementPPM User Guide Project Managers Version 1.0

2. 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

3. Introduction

4. 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.

5. Access Rights

6. 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.

7. State Diagrams

8. 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

9. 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

10. 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

11. Structure

12. 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

13. Navigation Delivery Areas & Engagements

14. NavigationDelivery Area & Engagement - Listing Engagements can be viewed by clicking on the Engagement tab from the Home Page

15. 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

16. 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

17. NavigationEngagement – View Financial Details Tasks Details Expenses Details Engagement Information Bold shows current level Click to Edit Tasks Main Financial Information Members

18. 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

19. Navigation Tasks

20. 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

21. 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

22. 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

23. Approval / Rejection

24. Approval / Rejection Steps • View & track Status • View Request Details • Approve / Reject

25. 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

26. Approval / Rejection View Workflow Details – Step 2 Start the task to Approve or Reject Workflow Journal

27. 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

28. Approval / Rejection Approving or Rejecting – Step 3.2 Task Finished Workflow Journal

29. Members

30. 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