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Project & Portfolio Management Software

Project & Portfolio Management Software. Today’s roadmap. Definitions and processes Navigation and overview How to create and edit a project: General details Resources Expense Types Time Types How to create/edit The plan (the list of tasks and the timeline) The issues Reports

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Project & Portfolio Management Software

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  1. Project & Portfolio Management Software

  2. Today’s roadmap • Definitions and processes • Navigation and overview • How to create and edit a project: • General details • Resources • Expense Types • Time Types • How to create/edit • The plan (the list of tasks and the timeline) • The issues • Reports • My Work: the timecard • Best Practices

  3. The Definitions • What is a Project? A project is a temporary endeavor undertaken to create a unique product, service or result. – PMBOK Guide • What is Project Management? Project management is the planning, scheduling and controlling of project objectives. – Fundamentals of Project Management • What is Portfolio Management? Portfolio management is the selection and management of an organization’s projects. • What is Resource Management? Resource Management is the process of using an organization’s resources efficiently. • PMO’s web site: www.mcgill.ca/it. IT Projects > Project Management

  4. Portfolios & Projects

  5. Project Request(for projects funded by the Provost) Portfolio Manager Enterprise Architecture CIO IT Steering Committee Enterprise Architecture

  6. Roles • Directors/Portfolio Managers: • Evaluate and approve projects requests • Run reports • Project Managers: • Create projects and plans. • Team members: • Enter hours worked and issues

  7. Access to PPM software • Login: McGill username and McGill password • Browsers: most browsers (IE 8 and up) • Two interfaces: • The main application: TDNext https://ppm.mcgill.ca/tdnext/login.aspx • The TDClient interface: a read only client portal for users outside IT units ( no licenses used) http://ppm.mcgill.ca/tdclient/login.aspx

  8. Navigation and Overview

  9. Access to PPM software URL (test instance) : https://dqprojects.campus.mcgill.ca/tdnext/login.aspx

  10. The desktop Change Desktop Click a blue link to view and/or update the information Desktop: shortcuts to apps Customize the Desktop Create a New Desktop

  11. Edit desktop Click and drag modules to reorder, removeor change column Click and drag a module to Column 1 or Column 2 Available modules of an App

  12. The desktop List of Apps depends on your security role Click the App name to open it

  13. The Projects Application Tab for each app Edit the Projects App desktop

  14. Activity • Configure your Projects desktop • Open theProjectsApplication • Click Edit Projects Desktop • Click and drag the Plans and My Work modules from the Available Contentcolumn to Column 1 and/or 2 • Click Save • Click Back to Desktop

  15. Create and Modify a Project

  16. Projects • 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) • For project requests: • Need: Project first entered in PPM • Opportunity: project requests requiring approval • Project: Major project with a beginning and an end • E.g. implementation of a new application

  17. Projects • 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: • Resources managed at the plan level • Hours entered in the plan will overwrite the number of hours at the project level Plan Project

  18. The Projects window Create a New Project

  19. Red asterisk means it is a required field Create a new project Add Expenses types Add Resources Fill in the General section Click Save when changing window Add Time Accounts

  20. Click the magnifier icon to search Click the arrow to get help Create a new project

  21. Projects • Information needed for the General section of the project: • Project Name • Sponsor • Acct/Dept (the client account) • Type ( e.g. Evolution) • A Start and EndDate • Template: select a plan template (optional) • Type of Time and Expense Approval • Choose the Resource Management type (by project or by plan) • Options

  22. Projects • Information needed for the General section of the project: • Contact Name: the client name • Needs Statement and Needs Statement Review: • Filled in by the project request. • If the project was not a project request in PPM, enter anything you want in the required fields (red asterisks) e.g. “refer to the Business case”. • Lead IT Unit ( the project manager’s unit)

  23. Edit a project Administration: view the list of projects that you manage Edit a project to: • Add/Remove Resources • Update the project status Click to change the status Click the project name to edit the details

  24. The Project Details Click a link to edit the information • Deactivate Project: removes the project from the project list • Close Project: closes the project if it is completed or cancelled

  25. Inactive Projects Search for Inactive projects • The Inactive projects are: • project requests approved (need to be activated) • projects that are not active

  26. Activity Edit the project • Add more resources to your project: • Click Administration • Click the project name • Click Resources • Click Add Resource • Search for resources and add them • Click Save • Close the window

  27. Projects in the navigation pane • List of projects that you are involved in: • As a project manager • or • As a team member

  28. The plan

  29. The plan Add the plans to your Projects Apps desktop Click Plans to create or modify a plan Click the project name

  30. The Plan Click Check Out to be able to edit a plan New plan Existing plans Click the plan name to open a plan. It will appear in a new window.

  31. The plan To add a new task, click on an empty line in the Title column and enter the title

  32. The plan Insert/move/delete/indent/outdent tasks Click the arrow of a parent task to see its children

  33. The plan To edit the task details, click a task and click in any of the columns

  34. The plan Change any details of the task Right click on a task to see a menu Enter the % completion of the task or the remaining hours

  35. Assign a task to resources Drag and drop resources to the task Resources column Click the task name and click in the Resources column. Check off the resources. Resources cannot be added to parent tasks.

  36. Set up the % of a task assigned to a person Click Assign Assign a task to resources

  37. Add relationships Enter the line number of a task in the Predecessors column of another task In this example: Process mapping must be completed before Determine KPI starts

  38. Add relationships Right click on a task and click Task Details. Click the Relationships tab. Click Add to add a new relationship Select a type of relationship

  39. The plan

  40. Show critical path Gantt chart

  41. Shift/Copy/Delete a plan Plan Details

  42. Baseline the plan • To keep track of the original start and end date. • The Var column shows the differences

  43. Issues

  44. Issues Enter a New Issue Enter a New Issue Click Issuesto search for an issue

  45. Issues Click the Issue Title to edit an Issue Click Actions to display a menu

  46. My Work

  47. My Work • Apps> My Work • In My Assignments, add tasks to your time card

  48. My Work • In My Time Card, enter your hours Click the + sign

  49. My Work • Edit or delete hours Be careful before submitting Click to edit or delete

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