Project Portfolio Management PPM User Guide Employees & Consultants Version 1.1.

Project Portfolio ManagementPPM

User GuideEmployees & Consultants

Version 1.1

]project-opem[ 2007, Title / Speaker / 2

Project Portfolio Management PPMConsultant & Employee User Guide

Overview Structure Workflows Basic Navigation Timesheet Expenses Absence Remaining Tabs

PPM

Overview


PPM OverviewWhat is Project Portfolio Management?

Term used by software companies and consulting firms to describe various approaches characterized by treating project management (PM) projects as part of an overall project investment portfolio.

PPM advocates see it as a shift away from one-off, ad hoc approaches to project management.

Most PPM tools and methods attempt to establish a set of values, techniques and technologies that enable visibility, standardization, measurement and process improvement. PPM tools attempt to enable organizations to manage the continuous flow of projects from concept to completion


PPM OverviewWhat is the CTP PPM tool?

Timesheet– From creation to approval by

Engagement Owner or Group Manager Absence Requests

– From creation to approval by Engagement Owner or Group Manager

Expense– From creation to approval by

Engagement Owner or Group Manager Engagements: T&M or FTFP

– Creation, performance tracking, financial tracking, invoice generation

Staffing– Assignment of Consultants & Sub-

contractors to Engagements Solutions

– Creation, performance tracking, financial tracking

Pre-Sales Activities– Prospects, RFPs– Performance tracking, financial

tracking Group Management

– Users– Groups– Directory

Customer Management Performance

– Engagement– Delivery Area– Customer– Office

Phase 1 of the CTP PPM tool is being implemented for the following business areas:


PPM OverviewWhat is the CTP PPM Tool?

Project / Portfolio Management– Time sheet Management – Issue Management – Gantt Charts – Reporting (Project) – Data Warehouse Time Sheet Cube – Controlling – Risk Management – Workflow– Resource Management – Project Chat Rooms – Project File Manager – Expense Tracking – Project Management Methodology – Skills Management – Project Completion Tracking – Calendar – Freelance Database

Finance– Finance Reporting – Cost-Center-Extension– Project Controlling – Quoting/Invoicing

Human Resource– Unified Employee File – Employee Payroll Information

CRM– Customer Contact Management – Integrated Customer Interaction

History – Customer Tracking

Knowledge Management– Search engine – Wiki – Expert Finder – Portraits – Incident Management

]po[ Functionality at a glance

LegendPhase 1

Later

Never...


PPM OverviewTerminology

Engagement – a delivery activity undertaken for a client Engagement Mode – pricing model of an engagement (T&M,

Managed T&M or FTFP) Delivery Area – All or part of the delivery activities undertaken for

a customer (owned by a Delivery Manager) Timesheet – record of engagement and non-engagement hours

worked by the consultant or sub-contractor Expenses – record of engagement and non-engagement

expenditure to be claimed back by the employee or sub-contractor Absence Request – record of time unavailable for assignment to

an engagement, for either business or personal reasons Workflow – end to end definition of creation, rejection & approval

of business process

PPM

Structures


Hours logged against Tasks

PPM StructureEngagements

Client XXX - Delivery Area

Delivery Area - Management

...

Engagement YYY

Administration

Pre-Sales

Billable Time

Billable Time – Special Rate

Non-Billable Time

Warranty

1+ per Client

On-going activities

Legendtask

Engagement

Delivery Area

Delivery Area Management

Engagement either T&M or

FTFP

Expenses & Absences entered against

Engagement or Delivery Area Management

People assigned to Engagement

FTFP Engagement only


PPM StructurePre-Sales

XXX Pre-Sales

Prospects

RFP XYZ

Banking

Pharma

Administration

Non-Billable

1 per Office

Grouping of Industry Sectors

...

1 per RFP

LegendTask

RFP

Office Pre-Sales

Office - Prospects

...

Expenses & Absences entered against Prospects



PPM StructureDelivery Groups

GM – XXX – XYZ

Beach

Training & Conferences

Uses Office Identifier (GVA / ZRH)

Consultant assigned to Group

Admin

Public Holiday

Vacation

Sick

Personal Absence

Unpaid Leave

Military Service


Expenses & Absences entered against Group

LegendTask

Group


PPM StructureSolutions

Solutions

Solution A

Administration

Non-Billable Time

1 per Company

1 per Solution ...

Member assigned to Solution


Expenses entered against Solution

LegendTask

Solution

Solutions


PPM StructureDelivery Administration

xxx – Delivery Admin

Internal System Usage

Internal Projects

Meetings

1 per Office

Recruitment Support



PPM StructureAdministration Groups

XXX - Service Centre

XXX - CIS

XXX - Marketing

XXX - Finance

XXX - HR

Expenses entered against Group

Absences entered against Group

Employee assigned to Group

1 per Office1 per Office1 per Office1 per Office1 per Office


Delivery Areas, Engagements, Solutions, RFPs and Groups are moved to the archive (1 per office) once the status has been changed to Inactive.

In the archive, they keep the same structure as shown in the previous slides

After the appropriate legal period the archived items will be deleted

PPM StructureArchives

PPM

Workflows


Workflows

Workflows have been defined for the 3 main functionality areas TEA

– Timesheets– Expenses– Absences

PPM allows the tracking of the workflow in its lifecycle, giving all involved full transparency at any stage.

PPM

Basic Navigation


Basic NavigationLog In

To log in, open page http://ppm in a web browser, select CTP from the Dropdown menu and and enter your CTP credentials (username/password).

You must be connected to the CTP Network /

VPN to log in


Basic NavigationHome Page

Home Page gives access to Home Page Workflow Inbox for each workflow relevant to you

Provides a summary of timesheet status

Home Page Workflow Inbox


Timesheet SummaryTimesheet Summary


Basic NavigationWorkflow Inbox

Home Page Workflow Inbox shows all incomplete workflows on which your input may be required

Action to be takenAction to be taken

TypeType

StatusStatus NameName

Note link not active – action belongs to another user

Note link not active – action belongs to another user


Basic NavigationUsers

User tab shows a summary of all users in the system


Basic NavigationUser – Details – Me

User details tab shows information concerning projects, contact information etc Allows editing, where access rights allow, of user’s personal details

Upload your photo

Upload your photo

Basic detailsBasic details

Contact information

Contact information

Past project summary

Past project summary


Basic NavigationLog Out

To Log out, click on the Log Out button

PPM

Timesheet


Timesheet

Overview Tasks State Diagram Creation

– Workflow– Steps

Approved... What Next?– Workflow– Steps

Rejected... What Next?– Workflow– Steps


TimesheetOverview

Submitter

Target Engagement

Approver

Engagement

Owner

Solution Lead

Group Manag

er

RFP Owner

Sales Manag

er

Delivery

Manager

Finance

Manager

Consultant

Engagement

Solution

Group RFP Pre-Sales

Delivery Area Management

Delivery Admin

Sub-contractor

Engagement


TimesheetTasks

Engagement– T&M

• Billable• Billable Time - Special Rate• Non-Billable

– FTFP• Billable• Billable Time - Special Rate• Non-Billable• Warranty

– Managed T&M• Billable• Billable Time - Special Rate• Non-Billable

Group (Delivery)– Beach– Admin– Public Holiday– Vacation– Sick– Personal– Unpaid Leave– Military Service– Training & Conferences

Solution– Administration– Non-Billable Time

Pre-Sales - Prospects– Banking– Insurance– Telco– Services– Pharma– Industry– Consumer Goods– Public Sector– UN– Other

Delivery Area Management– Administration– Non-Billable Time

Delivery Admin– Meetings– Internal System Usage– Internal Projects– Recruitment Support


Timesheet State Diagram

Approve

Submitted

Reject

Edit

Approved

RejectedCreated

New

Owner

Submit

Submitter

Submitter Submitter

OwnerSaved

Submit

Submitter

LegendInternal State


Timesheet






TimesheetCreation – Workflow

Consultant

Add Timesheet Item(s)

Timesheet

Wait for Approval

Task added to Submitter’s and Approver’s Home Page Workflow Inboxes

Sub-contractor


TimesheetCreation – Steps

1.Create timesheet entry by day or by week

2.Submit timesheet3.View & track Status


TimesheetCreation – Step 1.1

From the timesheet tab, select the period for which you wish to add hours

By DayBy Day

By WeekBy Week


TimesheetCreation – Step 1.2 (By Week)

Enter the required hours and click ‘Save hours’ button


TimesheetCreation – Step 1.3

Use the ‘Other Options’ links on the left to select different Timesheet periods or projects.

Select different period / projectSelect different period / project


TimesheetCreation – Step 2

IMPORTANT – Once you have entered the hours, you must submit the hours before the timesheet can be approved.

Click on Submit Hours to submit the timesheet

Click on Submit Hours to submit the timesheet


TimesheetCreation – Step 3

All unapproved timesheet entries are displayed in your Home Page Workflow Inbox.


Timesheet






TimesheetApproval – Workflow

Approver

Submitter

Task removed from Submitter’s and Approver’s Home Page Workflow Inboxes

Select task to be reviewed

Review and approve task

View & print timesheet details Timesheet



TimesheetApproval – What Next? – Steps

1.View2.Print

Optional


Timesheet Approval – What Next?

Click on Day or Week total for details of the time entry

Click on Day or Week total for details of the time entry

Click on Day or Week total for details of the time entry for viewing &

printing

Click on Day or Week total for details of the time entry for viewing &

printing


Timesheet






TimesheetRejection – Workflow

Approver

Submitter


Review and reject task



Select task to be modified

Edit & Re-Submit Timesheet Item(s)

Wait for Approval

Task removed from Approver’s Home Page Workflow Inbox and updated to Rejected/Modify

in Submitter’s Home Page Workflow Inbox



TimesheetRejection – What Next? – Steps

1.Modify2.Re-submit


Timesheet Rejection– What Next? – Step 1.1

Click on Modify Link from the Home Page Workflow

Inbox

Click on Modify Link from the Home Page Workflow

Inbox


Timesheet Rejection– What Next? – Step 1.2

Click on EditClick on Edit

Journal shows steps and comments

Journal shows steps and comments


Timesheet Rejection– What Next? – Step 2

Make changes and click OK. Workflow is resubmitted for

approval.

Make changes and click OK. Workflow is resubmitted for

approval.

PPM

Expenses


Expenses

Overview Types State Diagram Creation





ExpensesOverview

Submitter

Target Engagement

Approver

Engagement

Owner

Solution Lead

Group Manage

r

RFP Owner

Sales Manage

r

Delivery

Manager

Employee

Group

Consultant

Engagement Solution Group RFP Pre-Sales Delivery Area Management

Sub-contractor

Engagement


ExpensesTypes

Air Travel Books Business Meetings Hotel IT Supplies & Software Mileage Office Supplies Other Employee Costs Parking / Tolls Per Diem Public Transport Restaurants Subscriptions & Memberships Taxi / Car Rental Telephone Training & Seminars


ExpensesState Diagram

Approve

Rejected

Submitted

Reject

Approved

Deleted

Edit

New

Submitter

Submitter

Owner

Owner

Submitter

Delete

Validate

Validated

Finance

Post Approval/Validation

deletion of Expenses is an Admin task.


Expenses






ExpensesCreation – Workflow

Add Expense Item(s)

Create Bundle with selected item(s)

Expenses

Wait for Approval

Task added to Submitter’s and Approver’s Home Page Workflow

Inboxes

Employee

Sub-contractor


ExpensesCreation – Steps

1.Create Expense Items2.Create Expense Bundle3.View & track Status


ExpensesCreation – Step 1.1

Use the Expenses Tab to add new expenses.

Add New ExpenseAdd New ExpenseAdd New ExpenseAdd New Expense


ExpensesCreation – Step 1.2

Enter the details and click OK.

Projectcan notbe blank


ExpensesCreation – Step 2

Select the relevant items

Select the relevant items

Request Bundle

Request Bundle

After creating, select the relevant items and click on Request Expense Bundle. An Expense Bundle groups one or more items from the same project for approval A Bundle cannot contain items from different projects Once added to a bundle, an item can no longer be edited or removed without deleting

the bundle


ExpensesCreation – Step 3

All expense entries visible from the Home Page Workflow Inbox

Request Status

Request Status

Bundle for approval

Bundle for approval


Expenses






ExpensesApproval - Workflow

Approver

Submitter

Task removed from Submitter’s and Approver’s Home Page

Workflow Inboxes



Sign and provide to Finance with receipt(s)

View and print bundle details Expenses



ExpensesPost Approval – Steps

1.View Bundle2.Print Bundle3.Attached your receipts/tickets to the

Bundle and send them to Finance

Mandatory


Expenses Post Approval – Step 1

From the Expenses page click on the amount of approved Bundle to view details

Bundle StatusBundle Status


Expenses Post Approval – Step 2

Bundle details can be viewed or printedBundle details can

be viewed or printed

Workflow and Journal panels can

be closed


be closed


be closed


be closed Send the printed expense bundle to Finance along with

any original receipts


Expenses






ExpensesRejection – Workflow

Approver

Submitter

Edit Expense Item(s)

Create and Submit Bundle with selected

item(s)






Delete bundle

Wait for Approval


in Submitter's Home Page Workflow Inbox



If you need to edit and re-submit your expenses:

1.Delete of the Bundle2.Edit the relevant expense items3.Create a new Bundle4.Submit the new Bundle

If the expense item(s) does not need to be re-submitted, no action from your side is required.

ExpensesPost Rejection – Steps

As per initial submission


ExpensesPost Rejection – Step 1

If a bundle is rejected, then the bundle must be deleted before the items can be edited.

DeleteDelete

Select BundleSelect Bundle

Unavailable for selection as part

of bundle

Unavailable for selection as part

of bundle


ExpensesPost Rejection – Step 2

Once the bundle has been deleted, it is possible to edit the items once again. After editing, recreate a bundle as before to restart the approval process.

Bundle removedBundle

removed

Items available for editing

Items available for editing

PPM

Absence


Absence






AbsenceOverview

Submitter

Target Engagement

Approver

Engagement

Owner

Group Manager

RFP Owner

Employee Group

Consultant

Engagement Group RFP

Sub-contractor

Engagement


AbsenceTypes

Vacation Sick Compensation – On an engagement only Employee Birth of Child Employee Moving Employee Wedding Military Service Special Leave Maternity Special Leave Family Member Wedding Special Leave Death (Direct Family Member) Special Leave Death (Indirect Family Member) Special Leave Unpaid Wellness - BE Wellness - BS Wellness - GE Wellness - NE Wellness - VD Wellness - ZH

Only to be used in cases where a Wellness Day is

taken on a different day to that of your home office due

to client requirements


AbsenceState Diagram

Approve

Rejected

Submitted

Reject

Approved

Deleted

Edit

New

Submitter

Submitter

Owner

Owner

Submitter

Delete

Post Approval or Validation deletion

of Absence Requests is an

Admin task.


Absence






AbsenceCreation – Workflow

Add Absence Item(s)

Absences

Wait for Approval


Employee

Sub-contractor

Can only log the following types:

• Military Service• Sick• Special Leave Maternity• Vacation


AbsenceCreation – Steps

1.Request absence through Absence or Home tabs

2.Select the Absence Request type3.Enter information about Absence

Request & submit the Absence Request4.View & track Status


AbsenceCreation – Steps 1

Can be accessed from the Absence Tab


AbsenceCreation – Steps 1 (alternative)

Or directly from your Home Page



Add Absence Details and click OK



Use the Absences tab to view your absences and their status – Approved (shown as Active), Requested or Rejected


AbsenceCreation – Steps 4 (alternative)

All unapproved absence entries (and their status) can also be viewed from the Home Page Workflow Inbox

Status of RequestStatus of Request


Absence






AbsenceApproval – Workflow

Approver

Submitter

Task removed from Submitter’s and Approver’s Home Page

Workflow Inboxes



View & print absence details

Absence



Absence Approval – What Next? – Steps

1.View2.Print

Optional


Absence Approval – What Next? – View & Print

A summary of approved absences can be viewed from the Calendar view in the Timesheet and further details can be viewed in the Absences tab

Click on Name for more details and printable pageClick on Name for more

details and printable page


Absence






AbsenceRejection – Workflow

Approver

Submitter






Edit and Save Absence Item(s)

Wait for Approval


in Submitter’s Home Page Workflow Inbox

Task added to Submitter’s and Approver’s Home Page Workflow

Inboxes


AbsencePost Rejection – Steps

If you want to edit and re-submit your absence:1.Click on the name of the Rejected Absence in the

Absence tab2.Click Edit and alter the details3.Click OK – this resubmits the request

If, after rejection, the absence does not need be re-submitted, no action from your side is required.

PPM

Remaining Tabs


Remaining Tabs Engagements

Engagements (projects or groups) to which employees can be assigned


Remaining TabsEngagements – Searching / Filtering

The list of Engagements can be filtered by Type, Company, Member etc

Select Group Management & click Go to run the filter

Select Group Management & click Go to run the filter

Click on Name to view details




Use Number to search directly for

the Group

Use Number to search directly for

the Group

Project Portfolio Management PPM User Guide Employees & Consultants Version 1.1.

Documents

Transcript of Project Portfolio Management PPM User Guide Employees & Consultants Version 1.1.