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Project Administrator

Project Administrator. Overview of Software. A project can be viewed as a parcel of work. This work consists of two types: Planned Work Unplanned Work. One View of a Project. Planned Work is work outlined in the Gantt Chart.

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Project Administrator

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  1. Project Administrator Overview of Software Project Perfect Pty Ltd

  2. A project can be viewed as a parcel of work. This work consists of two types: Planned Work Unplanned Work One View of a Project Planned Work is work outlined in the Gantt Chart Unplanned Work is everything else. This includes Issues, Risk Management, Action Items, Benefit Realization, Fixes, Scope changes etc. Project Perfect Pty Ltd

  3. If you ask someone about PM Software, they invariably talk about schedulingsoftware Microsoft Project dominates the market There are high end solutions such as PrimaVera and Artemis. There are few specific options that cater for the“unplanned work” Project Mgmt Software Project Perfect Pty Ltd

  4. The unplanned work is managed by creating action items – either formally, or informally In other words, three things happen Something (an action) Is done by someone (person responsible) By a certain date (action date) Action Items An Action Item has three components The Work The Person Responsible A Completion Date Project Perfect Pty Ltd

  5. Action Items Common Action Items Issues Risks Benefits QA Reviews Regardless of where they come from, a Project Manager needs to keep track of every action item Who is doing what, and when is it due to be finished Meetings Etc. Project Perfect Pty Ltd

  6. We have talked about the schedule, and the Action Items. What else does a PM need software to manage. So what else? Timesheets Budget & Expenditure Project Documents Quality Assurance Benefits Diary Notes Reference Documents Project Reviews Phases Scope Variations Risks Glossary Project Perfect Pty Ltd

  7. Lists Minutes Post it notes Spreadsheets Home grown databases Emails Memos Memory Etc. How does a PM track these things now? Project Perfect Pty Ltd

  8. The information is not integrated There are overlaps There are underlaps Information is not followed up The format of the information is different There are no measures in place The problem is… Project Perfect Pty Ltd

  9. Project Administrator Combines all information into one database Merges all action items into one pot Streamlines recording Has over 100 reports Can be viewed at project, program or all levels Links to Microsoft Project Simple to maintain as it uses Microsoft Access The Solution Project Perfect Pty Ltd

  10. The Software Select the level to view Select one of four activities – for example Project Overview Project Perfect Pty Ltd

  11. Project Setup The Project Overview menu can then be used to review the project To start using PA, all you need to do is set up a project. Anything else is optional Project Perfect Pty Ltd

  12. Set up a Project The only absolutely necessary thing you need to do is give the project a name Many of the fields are picked from drop down lists. Everything else is optional You can configure things like types of project to suit your organisation Project Perfect Pty Ltd

  13. Navigate using the menu The main path you use is the Project Daily Management We can start by creating an Issue. Project Perfect Pty Ltd

  14. The Issue screen has two tabs. The screen you see now has the main information. The rest is optional. Issues The Priority and Status is also configurable for your organisation. For example you might want priority 1, 2, 3 or A, B, C The action item consists of some work… For each issue, you can have one or more action items You set up the types of issue to suit your organisation In this case, the action item has been completed In this case there is 1 A date for the work to be completed …a person who is responsible… Project Perfect Pty Ltd

  15. Reports Note that some have an email button. These can be sent provided you have a MAPI email system such as Microsoft Exchange or Outlook. There are a number of standard reports that can be produced showing action items The ones without an email button require another selection before they can be emailed. For example you need to select the person Project Perfect Pty Ltd

  16. These are just some of the available reports Reports You can also produce your own reports Project Perfect Pty Ltd

  17. Risks Action Items don’t only come from Issues. They can also come from Risks Project Perfect Pty Ltd

  18. Benefits Or from realisation of benefits Project Perfect Pty Ltd

  19. Quality Assurance Or as the result of a QA Event Project Perfect Pty Ltd

  20. Assumptions From Assumptions Project Perfect Pty Ltd

  21. Meetings From Meetings Project Perfect Pty Ltd

  22. Action Items Or Action Items can be recorded without coming from issues, risks etc. Project Perfect Pty Ltd

  23. Budget & Expenditure Set up your own chart of accounts. Each account can map back to your corporate GL for reconciliation purposes Some other things you can do with PA is to manage budgets and expenditure Project Perfect Pty Ltd

  24. Expenditure Expenditure can be either actual or accrued. Project Perfect Pty Ltd

  25. Budget Reports In addition, the expenditure information can be downloaded into a spreadsheet. There are a number of reports on the financial status of the project. Project Perfect Pty Ltd

  26. Scope Variations It is also clear where the variation is up to in terms of approval. Scope variations can be tracked. There is facility to record the basic information plus additional details The status of each change is clearly visible Project Perfect Pty Ltd

  27. Scope Variations The additional information includes the justification And the time The cost Reporting can give statistics such as the cumulative cost and time of scope variations Project Perfect Pty Ltd

  28. Reference Documents You can create a library of reference documents You configure the types to suit your organisation. Each document is hyperlinked so you open it from PA Project Perfect Pty Ltd

  29. Project Documents Manage project documentation through PA Record versions Documents are hyperlinked so you open them directly from PA The report can act as a cover page for each document Project Perfect Pty Ltd

  30. Attach Documents Wherever you see the pin button, you can attach documents Project Perfect Pty Ltd

  31. Attached Documents Click to add additional documents In this case there are two documents attached Or click to open an attached document Project Perfect Pty Ltd

  32. Diary Notes Record scraps of information that may not seem important until some time in the future when you need to remember Project Perfect Pty Ltd

  33. Timesheets People can enter their timesheets online. If you want to gather more details, you can set up work codes Project Perfect Pty Ltd

  34. Microsoft Project Update PA and information regarding Tasks and Milestones is available for reporting. Edit the project from within PA PA is integrated with Microsoft Project. Project Perfect Pty Ltd

  35. Status Reports Enter a few comments and generate a weekly report. The report automatically gathers information about milestones completed and due in the next week, issues outstanding, and due in the next week, plus your comments as entered here. Project Perfect Pty Ltd

  36. Glossary Decide if they are specific to this project, or should be in a corporate glossary Define terms and abbreviations Project Perfect Pty Ltd

  37. Checklists Create checklists so that the organisation becomes more efficient in doing project related work. In this example, it is a list of things to do if you are running a workshop You can also add notes You can group the activities by Category Project Perfect Pty Ltd

  38. Roles & Responsibilities Define roles and responsibilities for each project Create master lists where you can drop in the standard responsibilities and modify if required Project Perfect Pty Ltd

  39. Project Traffic Lights Depending on which parts of PA you are using, you can click on a button and see the status at any point in time More information is available by drilling down on each criteria The status is measured against six criteria Project Perfect Pty Ltd

  40. Project Meetings Record the name, venue, invitees and time of the meeting Record action items Create a list of Meeting items Record the outcome after the meeting Sort the items into the sequence you want Print agendas and minutes Project Perfect Pty Ltd

  41. Use as much, or little as you want Not every field has to be entered Use it to build you PM information base in terms of checklists, glossaries and reference documents Saves you collating information from numerous sources Saves you loosing information Key things about PA Project Perfect Pty Ltd

  42. Low cost - so little risk Simple technology so few problems configuring Do not need to use everything. Pick the bits you want to use Highly configurable so can be made to suit your environment Will bring best practice to your Project management. Key Benefits Project Perfect Pty Ltd

  43. Click here to visit our web site More Information Thank you for taking the time to review Project Administrator Project Perfect Pty Ltd

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