PM120 Manage and Monitor Projects and Programs...

PM120 Manage and Monitor Projects and Programs

Training Guide

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Training Guide PM120 Manage and Monitor Projects and Programs

PM120 Manage and Monitor Projects and Programs Page iii

Table of Contents PM120 Manage and Monitor Projects and Programs ............................................................... 1

Manage Projects ...................................................................................................................................... 1 Add/Update Risks ................................................................................................................................................. 1 Review Risks ...................................................................................................................................................... 15 Add/Update Issues .............................................................................................................................................. 18 Review Issues ...................................................................................................................................................... 28 Create a Project Change Request ........................................................................................................................ 34

Monitoring Programs ........................................................................................................................... 44 Review a Program ............................................................................................................................................... 44 Add/Update Risks ............................................................................................................................................... 59 Review Risks ...................................................................................................................................................... 74 Create a Budget Change Request ........................................................................................................................ 77

Using Manager Workbench to Manage Projects ............................................................................... 85 View Projects Using the Manager Workbench ................................................................................................... 85


PM120 Manage and Monitor Projects and Programs Page 1 of 93

PM120 Manage and Monitor Projects and Programs

Manage Projects

Add/Update Risks Procedure This topic will demonstrate the process for adding and/or updating Project risks. Navigation: Program Management > Project Management > Add/Update Risks

Step Action 1. Click the Program Management link.

2. Click the Project Management link.

3. Click the Add/Update Risks link.



Step Action 4. To review or update an existing risk, you must first find the saved data.

Click the Find an Existing Value link.

5. Click the Search button.

6. From the Search Results, find the project risk you wish to view.

Click the 00002 link.

7. Review the information on the Project Risk tab. Make any necessary updates.



Step Action 8. Click the Action Plan link.

9. Review the information on the Action Plan tab. Make any necessary updates.



Step Action 10. Click the Notes and Attachments link.

11. Review the information on the Notes and Attachments tab. Make any necessary updates.



Step Action 12. Use the Save button to save any updates made to the risk. If no changes are necessary, you

can return to the Search Results page to choose another project risk to view. Click the Return to Search button.



Step Action 13. To add a new risk, click the Add a New Value link.

14. Click the Look up Project (Alt+5) button.

15. Choose the correct project from the search results list.

Click the Fire Alarm System Testing link.

16. Click the Add button.



Step Action 17. Click the Look up Activity (Alt+5) button.

18. Choose an activity.

Click the Planning link.

19. Click the Look up Risk Type (Alt+5) button.

20. Choose a Risk Type. Click the Schedule link.

21. Click the Risk Status list.

22. Choose a Risk Status.

Click Potential list.

23. Click the Look up Risk Owner (Alt+5) button.



Step Action 24. Select a Risk Owner.


25. Click the Look up Assigned To (Alt+5) button.

26. Click the Ross,James link.

27. Enter a description or name of the risk into the Risk Summary field. Enter "Schedule conflict".

28. Enter more details into the Risk Description field. Enter "Conflict in schedules for testing".

29. Click the Risk Impact list.

Step Action 30. Choose a Risk Impact.

Click the Medium list item.



Step Action 31. Enter the desired probability into the Risk Probability (%) field. Enter "75". 32. Enter the desired information into the Risk Consequence field. Enter "Disruption of

exams". 33. Click the Trigger Status list.



Step Action 34. Choose a Trigger Status from the list.

Click the Active list item.



Step Action 35. Enter the summary details into the Summary field. Enter "Mandatory testing required". 36. Click the space below the scroll bar to move the screen down. 37. Click the Save button.

38. Click the space above the scroll bar to move the screen up. 39. Click the Action Plan link.



Step Action 40. Click the Plan Type list.



Step Action 41. Choose a Plan Type from the list.

Click the Mitigation list item.



Step Action 42. Click the Primary checkbox if this is the primary action plan.

43. Enter the desired information into the Plan Summary field. Enter "Prioritization". 44. Enter the desired information into the Financial Impact field. Enter "10000". 45. Click the Choose a date (Alt+5) button.

46. Choose the Date Impacted. Use the options available to pick another month/year.

Click the 24 link.

47. Enter the desired information into the Days Impacted field. Enter "7". 48. Enter the desired information into the Resource Impact field. Enter "3". 49. Click the space below the scroll bar to move the screen down. 50. Click the Save button.

51. Click the space above the scroll bar to move the screen up. 52. Click the Notes and Attachments link.



Step Action 53. Enter the desired information into the Description field. Enter "Conflicting priorities". 54. Use the Add Attachment button to upload a file for attachment. This process is similar to

adding an attachment to an email. Uploaded attachments will display under the Attachments header.

55. Click the Save button.

56. You have successfully completed the topic on how to Add/Update Risks associated with

Projects. End of Procedure.

Review Risks Procedure This topic will demonstrate the process for reviewing risks associated with a Project. Navigation: Program Management > Project Management > Review Risks





3. Click the Review Risks link.



Step Action 4. Use the search Selection Parameters to narrow down the search results or to search for a

specific risk. Click the Search button.

5. For more viewing space on the screen, click the Collapse Menu (Ctrl+Y) button.

6. Choose the desired Risk to view from the Project Risks List.

Click the Schedule conflict link.



Step Action 7. Review the risk information. Use the tabs at the top of the screen to view more information.

Click the space below the scroll bar to move the screen down.

8. Click the Cancel button to return to the previous screen.

9. You can choose another risk to view. To navigate to another area of PeopleSoft, use the Expand Menu button to bring the portal menu back (on the left).

10. You have successfully completed the topic to Review Risks associated with a Project. End of Procedure.

Add/Update Issues Procedure This topic will demonstrate the process for adding and/or updating issues associated with a Project. Navigation: Program Management > Project Management > Add/Update Issues





3. Click the Add/Update Issues link.




Click the Find an Existing Value link.

5. Click the Look up Business Unit (Alt+5) button.

6. Click the Grant MacEwan University link.


8. Click the space below the scroll bar to move the screen down. 9. From the Search Results, find the project issue you wish to view.

Click the Project 00002 link.

10. Review the information on the Issue tab. Make any necessary updates.



Step Action 11. Click the Notes and Attachments link.

12. Review the information on the Notes and Attachments tab. Add further notes or attachments as required. Adding an attachment to the issue is similar to adding an attachment to an email.



Step Action 13. Click the Interested Parties link.

14. Review the information on the Interested Parties tab. Use the plus sign at the end of the line

to add additional Interested Parties.



Step Action 15. Click the History link.

16. Use this page to review actions that were performed on the issue and the user ID that

performed the action. Actions include: • Issue created • Priority change • Status changed • Type changed • Activity changed • Assignment changed • Notes added • Attachments added



Step Action 18. To add a new issue, click the Add a New Value link.


20. Click the 00005 link.


22. The default Issue Owner value is the activity owner, project manager, or program manager.

If the issue is for an activity and there is no activity owner, the issue owner is the project manager. If there is no project manager for that project, the issue owner is the program manager. If there is no activity owner, project manager, or program manager, the issue owner is blank.



Step Action 23. Click the Look up Activity (Alt+5) button.

24. Choose an Activity.

Click the Planning link.

25. Click the Look up Priority (Alt+5) button.

26. Choose an Issue Priority. Click the Low Priority link.

27. Click the Look up Type (Alt+5) button.

28. Choose a Type from the list.

Click the Resource link.

29. Click the Look up Status (Alt+5) button.

30. Choose a Status from the list. Click the Open link.



Step Action 31. Select an employee ID or enter a name for the Assigned To field. For project issues, you

can assign the issue only to employees who are members of the project team. For program issues, you can assign the issue only to employees who are team members of the projects under the program. The system obtains the email address from the Resource Detail page for that employee. If there is no email address for the employee on the Resource Detail page, the email address of the user ID that is associated with the employee appears in the field. If there is no email address available, you must enter an email address before you can save the issue.

32. Enter the desired information into the Issue Summary field. Enter "Resources delayed". 33. Enter the desired information into the Issue Description field. Enter "Resources delayed". 34. Click the Choose a date (Alt+5) button.

35. Enter the desired Target Resolution Date. Use the Month and Year lists to make any

necessary adjustments. Click the 24 link.


37. Click the Notes and Attachments link.



Step Action 38. Enter any Notes and attach any files necessary to the issue. Click the Save button after

entering any further details. Click the Interested Parties link.

39. Enter the employee name/ID for any interested parties. When you select an interested party

from the employee list, the system automatically populates this field with the email address.40. You have successfully completed the topic to Add/Update Issues associated with Projects.

End of Procedure.

Review Issues Procedure This topic will demonstrate the process for reviewing issues associated with Projects. Navigation: Program Management > Project Management > Add/Update Issues





3. Click the Add/Update Issues link.

You may notice a Review Issues link; however, at this time MacEwan is not using this link.



Step Action 4. Click the Find an Existing Value link.

5. Enter the search information necessary to narrow your search results. You should at least enter the Business Unit. Click the Look up Business Unit (Alt+5) button.

6. Click the MCEWN link.


8. Your list of search results will display at the bottom of the page.

Click the space below the scroll bar to move the screen down to view the search results.

9. Select the issue you wish to review from the Search Results list. Click the 00005 link.



Step Action 10. Review the information on the Issue page.

Click the Notes and Attachments link.



Step Action 11. Review the information on the Notes and Attachments page.

Click the Interested Parties link.



Step Action 12. Review the information on the Interested Parties page.

Click the History link.



Step Action 13. Click the Return to Search button.

14. You have successfully completed the topic to Review Issues associated with Projects.

End of Procedure.

Create a Project Change Request Procedure This topic will demonstrate the process for creating a Project Change Request. Navigation: Program Management > Project Management > Project Change Request





3. Click the Project Change Request link.



Step Action 4. If you want to view a current change request, use the Find an Existing Value tab. To create

a new request, use the Add a New Value tab. Click the Look up Business Unit (Alt+5) button.



7. Choose the desired Project from the Search Results list.





Step Action 9. Enter the desired information into the Description field. Enter "Change of due date".

10. Click the Priority list.



Step Action 11. Choose a Priority from the list.

Click the Low list item.



Step Action 12. Click the Look up Assigned To (Alt+5) button.

13. Choose the correct Assigned To employee ID from the Search Results.

Click the EMP001 link.

14. Click the Choose a date (Alt+5) button.

15. Use the Month and Year lists to change the default values. Select the date by clicking on it.

Click the 31 link.

16. Enter the desired information into the Estimated Days field. Enter "10". 17. Enter the desired information into the Root Cause field. Enter "Change from operations". 18. Click the Root Cause Area list.



Step Action 19. Choose a Root Cause Area from the list.

Click the Internal Operations list item.



Step Action 20. Enter the desired information into the Change Explanation field. Enter "Change in due

date from operations". 21. Enter the desired information into the Priority Explanation field. Enter "Not a large

impact". 22. Click the space below the scroll bar to move the screen down. 23. Enter the desired information into the Description field. Enter "Cannot complete before

current due date". 24. Enter a numeric value into the Financial Impact field. Enter "1000". 25. Click the Choose a date (Alt+5) button.

26. Choose a date.

Click the Current Date link.

27. Click the New Project Status list.



Step Action 28. Click the Open list item.



Step Action 29. Click the Choose a date (Alt+5) button.

30. Click the Current Date link.

31. Click the Choose a date (Alt+5) button.

32. Click the 31 link.

33. Enter the desired information into the Description field. Enter "Modification of dates". 34. If you would like to save your work without submitting the change request, use the Save for

Later button. If you wish to submit the request now, use the Save and Submit button. Click the Save and Submit button.

35. You have successfully completed the topic to Create a Project Change Request.

End of Procedure.



Monitoring Programs

Review a Program Procedure This topic will demonstrate the process for reviewing a Program. Navigation: Program Management > Program Management Center > Program Tools > Review Program


2. Click the Program Management Center link.

3. Click the Program Tools link.

4. Click the Review Program link.



Step Action 5. Enter the desired information into the begins with field. Enter "MCEWN". 6. Click the Search button.



Step Action 7. Click the Collapse Menu (Ctrl+Y) button.


9. Click the ENTERPRISE link.



Step Action 10. Click the Project Costing Definition link.



Step Action 12. Click the Manager link.



Step Action 13. Click the Location link.



Step Action 14. Click the Phases link.



Step Action 15. Click the Approval link.



Step Action 16. Click the Show following tabs button.

17. Click the Justification link.



Step Action 18. Click the User Fields link.



Step Action 19. Click the Rates link.



Step Action 20. Click the Attachments link.



Step Action 21. Click the Asset Integration Rules link.



Step Action 22. Click the Budget Alerts link.



Step Action 23. Click the Return to Search button.

24. You have successfully completed the topic on how to Review a Program.

End of Procedure.

Add/Update Risks Procedure This topic will demonstrate the process for adding and/or updating risks associated with Programs. Navigation: Program Management > Project Management > Add/Update Risks





3. Click the Add/Update Risks link.




Click the Find an Existing Value tab.

5. Click the Look up Business Unit (Alt+5) button.



8. From the Search Results, find the project risk you wish to view.


9. Review the information on the Project Risk tab. Make any necessary updates.



Step Action 10. Click the Action Plan tab.

11. Review the information on the Action Plan tab. Make any necessary updates.



Step Action 12. Click the Notes and Attachments tab.

13. Review the information on the Notes and Attachments tab. Make any necessary updates.



Step Action 15. To add a new risk, click the Add a New Value link.

16. The system will automatically bring in the Project number for the Program/Project you

were just reviewing. If you want to change it, use the look up next to the field to search for another Project. Click the Add button.



Step Action 17. Click the Look up Risk Type (Alt+5) button.

18. Choose a Risk Type.

Click the Schedule link.

19. If there is a Risk Owner and/or an individual you are Assigning the risk to, use the look up buttons next to each field to choose the correct individual for that field.

20. Enter the description or name of the risk into the Risk Summary field. Enter "Schedule conflict".

21. Enter the desired information into the Risk Description field. Enter "Schedule conflict between operational units".

22. Click the Risk Impact list.



Step Action 23. Choose a Risk Impact.

Click the Medium list item.



Step Action 24. Enter the desired probability into the Risk Probability (%) field. Enter "25". 25. Click the Trigger Status list.



Step Action 26. Choose a Trigger Status from the list.

Click the Active list item.



Step Action 27. Click the Action Plan link.



Step Action 28. Click the Plan Type list.



Step Action 29. Choose a Plan Type from the list.

Click the Mitigation list item.



Step Action 30. Click the Primary checkbox if this is the primary action plan.

31. Enter the desired information into the Plan Summary field. Enter "Negotiate solution". 32. Enter the desired information into the Financial Impact field. Enter "10000". 33. Click the Choose a date (Alt+5) button.

34. Choose the Date Impacted. Use the options available to pick another month/year.

Click the 25 link.

35. Enter the desired information into the Days Impacted field. Enter "5". 36. Enter the desired information into the Resource Impact field. Enter "2". 37. Click the Notes and Attachments link.



Step Action 38. Enter the desired information into the Description field. Enter "Discuss solution with

supervisors". 39. Use the Add Attachment button to upload a file for attachment. This process is similar to

adding an attachment to an email. Uploaded attachments will display under the Attachments header.


41. You have successfully completed the topic on how to Add/Update Risks associated with

Programs. End of Procedure.

Review Risks Procedure This topic will demonstrate the process for reviewing risks associated with a Program. Navigation: Program Management > Project Management > Review Risks





3. Click the Review Risks link.



Step Action 4. Click the Business Unit button.


6. Use the other search Selection Parameters to narrow down the search results or to search

for a specific risk. Click the Search button.

7. Choose the desired Risk to view from the Project Risks List.

Click the Schedule conflict link.

8. Review the risk information. Use the tabs at the top of the screen to view more information.



Step Action 9. Click the Cancel button to return to the previous screen.

10. You can choose another risk to view. To navigate to another area of PeopleSoft, use the Expand Menu button to bring the portal menu back (on the left).

11. You have successfully completed the topic to Review Risks associated with a Program. End of Procedure.

Create a Budget Change Request Procedure This topic will demonstrate the process for creating a Budget Change Request. Navigation: Program Management > Project Management > Budget Change Request





3. Click the Budget Change Request link.



Step Action 4. Under the Add a New Value tab, enter the Business Unit and Project information.

Click the Look up Business Unit (Alt+5) button.



7. Choose the correct project from the Search Results.





Step Action 9. Enter the desired information into the Description field. Enter "Increased consulting

costs". 10. Click the Priority list.



Step Action 11. Choose a priority from the list.

Click Medium.



Step Action 12. Enter the Assigned To employee ID number.

Click the Look up Assigned To (Alt+5) button.

13. Click the EMP002 link.

14. Enter the appropriate Due Date.

Click the Choose a date (Alt+5) button.

15. Use the Month and Year fields to adjust the defaults, then select the date.

Click the 28 link.

16. Enter the desired information into the Estimated Days field. Enter "6". 17. Enter the desired information into the Root Cause field. Enter "Hourly rate change". 18. Click the Root Cause Area list.



Step Action 19. Choose the appropriate Root Cause Area from the list.

Click the External Factors list item.



Step Action 20. Enter the desired information into the Risk Factor field. Enter "1". 21. Enter the desired information into the Change Explanation field. Enter "Hourly rate

change for consulting fees". 22. Enter the desired information into the Priority Explanation field. Enter "Negligible

increase". 23. Click the space below the scroll bar to move the screen down. 24. Enter the desired information into the Business Impact Description field. Enter "Increase

costs". 25. Enter a dollar value into the Financial Impact field. Enter "1000". 26. Click the Choose a date (Alt+5) button.

27. Choose the correct date.

Click the Current Date link.

28. Click in the New Budget Plan field.

29. Click the Look up New Budget Plan (Alt+5) button.



Step Action 30. Choose the new Budget Plan from the Search Results list.

Click the 2 link.

31. Enter the desired information into the Description field. Enter "Increased costs". 32. If you would like to save the request but not submit it at this time, you can use the Save For

Later button. If you are ready to submit the change request, use the Save and Submit button. Click the Save and Submit button.

33. You have successfully completed the topic for how to Create a Budget Change Request.

End of Procedure.

Using Manager Workbench to Manage Projects

View Projects Using the Manager Workbench Procedure This topic will demonstrate the process for viewing Projects using the Manager Workbench. Navigation: Program Management > Program Management Center > Project Management > Manager Workbench




2. Click the Program Management Center link.


4. Click the Manager Workbench link.



Step Action 5. Use the search fields to enter information narrowing the search results.

Click the Look up Business Unit (Alt+5) button.



8. Choose a Project from the Search Results list.

Click the 00005 Fire Alarm System Testing link.


10. Review the overall Project Health, which displays automatically under the Manager

Workbench tab. Each section can be expanded and reviewed individually using the Arrow buttons next to each header.



Step Action 11. To see all of the information for each section at once, use the Expand All button.

Click the Expand All button.

12. Review each section using the scroll bars to move the screen down and/or to the right. Click the Collapse All button to collapse all of the expanded sections.

13. Click the Issues expand button.

14. Review the Top 5 Issues listed. If there are no issues the table will appear blank.

Click the Issues button again to collapse the Top 5 Issues section.

15. Click the Risks button.

16. Review the Top 5 Risks listed.

Click the Risks button again to collapse the Top 5 Risks section.



Step Action 17. Click the Change Request button.

18. Review the Change Requests entered against this Project.

Click the Change Request button again to collapse the section.

19. Click the Activity tab.

20. As with the Manager Workbench tab, the overall Activity Health automatically displays.

Step Action 21. Click the Expand All button to review the information under all of the header sections.

Each section can be expanded and reviewed individually using the Arrow button next to the header.

22. Review the information under the Scorecard header. 23. Click the space below the scroll bar to move the screen down. 24. Review the information under the Top 5 Issues and Top 5 Risks headers.



Step Action 25. Use the Return to Search button to choose another Project to review.

Click the Return to Project Management link to return to the main Project Management screen.

26. You have successfully completed the topic to View Projects Using the Manager

Workbench. End of Procedure.

PM120 Manage and Monitor Projects and Programs...

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