Project Manager

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Introduction Project Manager allows Project Managers and stakeholders to raise and manage their projects

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Features

• Project Portfolio
• Project Overview
• Project Details
• Milestones
• Tasks
• Relationships
• Risks
• Costs
• Stakeholders - Manage the members of the project, assign roles and give them access to your projects and have them available to be assigned project tasks.
• Documents
• Attachments - Upload attachments relevant to your project
• Activity Streams
• Auditing

Plug-ins

• Service Manager

With Service Manager installed, Project Stakeholders can relate Requests, Assets and Services to Projects

• Document Manager

With Document Manager installed, Project Stakeholders can search for and relate documents they have access to with the projects

Introduction

The first stage of the creation of the Project Manager app is to provide a very simple and minimum level functional app that is mostly build off of exiting Core App functionality. The project app should allow for either an agile approach or a slightly more structured approach with some very basic elements of PMI.

Project Portfolio

The project portfolio provides a list of the active projects that you are a stakeholder in. Projects where you are not either the Project Manager or a Stakeholder will not be available from this view.

• Name

The Name of the Project is a mandatory field for each project. This may be a descriptive name or in some cases project managers like to have code names for their projects

• Project Manager

This is the name of the person is in managing the project.

• Type

By using a combination of the Type option in Administration and a BPM workflow, different types of Projects can be defined

• Last Modified By

Presents the name of the person that last provided an update to the details of the project

• Last Modified Date

The date when the project was last updated

• Next Milestone

This displays the name of the milestone that is currently being worked toward. The percentage complete can be set manually against each Milestone or it can be a collective of the status of the activities that are planned to achieve this milestone

• Status

Displays the status of the entire project

Overview

The Overview Tab give a stakeholder a quick view of the current state of the Project. At a glance, you are able to see the milestones, the tasks being worked on, and somekey Project information.

• Project Milestones

View and add Project Milestones.

• Active Tasks

The Active Tasks include all tasks where the progress of the task is greater than 0%

• Key Project Metrics

A Key Metric that is provided is the current Risk assessment of the project

Milestones

Milestones are key points in a project, they can be used to indicate if the project work is on track to meet the Completion date for the Project.

• A project can have multiple Milestones, each with their own Due Dates.
• Project Tasks can be created and linked to Milestones. As tasks are completed, the Milestones progress indicate will automatically be updated

Adding Milestones

Use the + Icon to add a new project milestone

• Name - Display name for the Milestone
• Description - Details of the Milestone
• Due Date - The Date the Milestone should be completed
• Status

• To Do - Not Started
• In Progress - Work towards the Milestone has started but is not yet complete
• Completed - The Milestone has been Achieved

Edit Milestone

• Click on a Milestone to edit it's Percentage Progress, change it's Status or due date and if required delete it.

Milestone List

• Change the Display order of the Milestones on the Overview by using the Arrows to move the Milestones up and down the list.

Active Tasks

View all Project Tasks which are not marked as completed.

• View their current progress towards completion

Overall Project Risk Weighting

This represents the % project risk, calculated from the total number of risks and their weightings

Details

A summary of all the Project details. Use the Pencil icon to edit any of the details.

• Name
• Description
• Project Scope
• Quality Statement
• Project Type
• Status
• Scheduled Start and Finish Dates
• Actual Start and Finish Dates

Administration

Any amends to the project details will be audited, and are available to view in the project audit history tab.

Tasks

Create and manage Project Tasks.

Creating Project Tasks

Use the + icon to add a new Project Task

• Task Name - The name for the task, which will be displayed in project views
• Description - The details for the task
• Start Date - The date the task is due to start (defaults to today)
• Owned By - The Project Stakeholder who owns the task
• Assigned To - The Project Stakeholder who the task is assigned to
• Counts Towards Milestone - Optionally decide if the task contributes to the achievement of a project milestone.
• Due Date - The date the task is due to be completed.

• If the task has been linked to a project milestone, the due date will automatically be set to the due date for the chosen milestone

Updating & Completing Project Tasks

• Progress - Manually slide the progress indicate, so show in percentage terms how near to completion the task is
• Timeline - Post and or Comment on the task

• Follow - Select the + Follow button receive updates posted to the task timeline on your News Feed

• Dates and Ownership - Edit the start, due dates assignee and or owner attributes for the task
• Update - Select Update to commit the changes to the task
• Complete - Select this option to make the task as complete

Task Views

List View

View all Project Tasks in list form, view each tasks progress, status, who it is assigned to and show which if any Milestone the task contributes towards.

• Search - Filter the displayed project tasks based on the search term
• Filters - Filter the displayed project tasks based on the task status, and or related project milestone and or task assignee

Gantt View by Task

View all Project Tasks in a Gantt Chart by date

• Task Name - See all Project Tasks listed, hover over individual tasks to see their start and due dates, and see their progress through complete indicated by a colour coded progress bar

• Edit the task dates by dragging the start and or due date ends in or out as required

• Milestones - See all Project Milestones in the Gantt Chart, hover over the Milestone to see it's due date, and it's colour indicates it progress towards completion
• Displayed Date Range - Alter the date range for the displayed tasks using the date filters provided.

Gantt View by Assignee

View all Project Tasks in a Gantt Chart by each Project Stakeholder

• Name - See all Project Tasks assigned to each Project Stakeholder, hover over individual tasks to see their start and due dates, and see their progress through complete indicated by a colour coded progress bar
• Milestones - See all Project Milestones in the Gantt Chart, hover over the Milestone to see it's due date, and it's colour indicates it progress towards completion
• Displayed Date Range - Alter the date range for the displayed tasks using the date filters provided.

Administration

Creating, editing, and completing project tasks is audited and is available to view in the Audit History tab on the Project.

Relationships

Associate related entities to the project and define how they are related.

It is possible to relate Change and Release Requests, Services and Configuration Items if the Service Manager Application is also installed on your instance.

Define a New Relationship

Select the + Icon to define a new relationship.

• Select the entity type and search for the entity/s you wish to relate to the project.

• Define how the entity is related to the project by selecting a Relationship type against each entity you are adding

Selected Project Relationships will be displayed in the list, but at this stage have not been added to the project.

Repeat the above process to add more entities from any of the entity types and define their Relationships to the project.

When finished and happy with the entities in the Selected Project Relationships list select the Add button to add them to the Project

Related Entities List

View all related entities to the project, including the name of the entity, the entity type, which application the entity belongs too, it's relationship type and who last modified the project relationship for the entity.

• Search for specific entities using the Search field
• Filter the displayed related entities by Entity and or Relationship Type

Managing Related Entities

Edit or delete a entity from the Project by selecting the entity name, from the list.

• Change the relationship type and select Update to apply the change
• Remove the entity and it's relationship to the project using the Trash Can icon

Administration

All entities added to or removed from the project, or any changes to their relationship type are automatically audited and available to view in the audit trail tab on the project.

Manage the available Relationship Types in the admin console and simple lists

• Project Relationship Type Assets
• Project Relationship Type Requests
• Project Relationship Type Services

Costs

Introduction

Understanding and managing the costs associated with with a project is an important consideration.

Associate estimated and actual costs to the project

Adding costs to a project

Use the + icon to add a new project cost

• Description: Add a description for the new project cost
• Type: Select which cost type the new project cost will be recorded against
• Currency: Provide the currency for the project cost
• Cost: Provide a value for the project cost
• Quantity: Provide a quantity for the project cost

Use the Add button to add the project cost

• On adding the project cost, the costs will be added as estimated and actual costs and quantities

Managing costs on a project

Edit or provide actual costs and quantities against project costs by clicking on the project cost you wish to edit from the list view

• Description: Update the description if required
• Currency: Change the currency for the project cost if required
• Cost: Update the Actual cost if different from the initial estimate
• Quantity: Update the Actual quantity if different from the initial estimate

List View

View all project costs in list view

• Type': Project Cost Type grouping
• Description: Description for the project cost
• Created By: Who added the project cost
• Estimated Cost: The cost provided when the project cost was added
• Estimated Quantity: The quantity provided when the project cost was added
• Actual Cost: Current Actual Cost
• Actual Quantity: Current Actual Quantity
• Total Cost: The actual cost multiplied by the actual quantity

• Click on a project cost to review, or edit it's properties.
• Use the search option to find project costs by their description
• Use the Cost type option to filter the costs by a specific project cost type

Chart View

A series of chart metrics based on project costs

• Project Costs by type (% of overall project cost)
• Project Costs by type (Actual)
• Estimated v Actual project costs by project cost type

Administration

When project costs are added, edited or removed this is audited and written to the audit trail tab where it can reviewed

Manage the available Project Cost Types in the admin console and simple list

• Project Cost Type

Risks

Introduction

Add and manage project risks

Add a new risk

Use the + icon to add a new risk to the project

• Name: Provide a name for the risk
• Description: Provide a description of the risk
• Weighting: Assign the risk a weighting, this will allow you to calculate the overall risk for the project based on the number of risks and their weightings
• Status: Assign the risk a status to reflect it's current state.

Manage risks

Open an existing risk by clicking on the risk from the risk list view

• Weighting: Increase or decrease the risk weighting if required
• Status: Alter the status of the risk to indicate if it is still valid, or has been mitigated etc
• Activity Stream: Collaborate and discuss the risk by posting and comment on the risk activity stream

• + Follow: Choose the Follow option to receive updates to the risks activity stream on your News Feed

• Remove: Delete a risk from the project using the Trash Can icon

List View

View project risks, by their name, status, weighting and who created them

• Click on a risk to edit it's properties

Search the project risks from the Search field

• The search will look for a match with the risk name

Filter the project risks using the Filter by Status option

• Show project risks by the selected risk status

Chart View

View the project risks in chart form, with each risk represented on the chart by it's weighting

• Biggest Project Risk: The risk with the biggest weighting will be displayed
• Overall Project Risk: This will represent the % project risk, calculated from the total number of risks and their weightings

Administration

Adding, removing and editing risks is audited, and available to review in the audit history tab

• Manage your project risk statuses from the Project Risk Status simple list in the administration console

Activity Stream

Introduction

The activity stream is a notification mechanism and conversation space for the project. It lists project relevant discussions for the project stakeholders, and allows them to collaborate on it's content.

• Project Stakeholders can use the + Follow icon to receive updates from the activity stream on the project to their News Feed

Post

Write something to the project activity stream. Include images, share video's, use wiki markup and emojis and giphys to emphasis or add emotion to the post.

• Use Mentions to direct message another user / project stakeholder

• More Actions

• Open Post - Open the specific post in another tab
• Bookmark - Add the post to one of your Bookmark Categories
• Lock Post - Prevent any further comments from being added to the post
• Archive Post - Remove the post from the activity stream and prevent any further comments from being adde to the post

Comments

Respond to a post by providing a comment, Include images, share video's, use wiki markup and emojis and giphys to emphasis or add emotion to the comment.

• Use Mentions to direct message another user / project stakeholder

Like

Show your positive sentiment to a post or comment by using the Like option

Sorting

Order the content of the activity stream by:

• Most recently posted
• Most recently updated

Filters

Apply filters to the activity stream to view only the content of interest

Documents

Introduction

Link documents held in Document Manager to the Project.

• Search documents which you own or have been shared with you, and use the Link Document to associate them to the Project.

Project Documents

• Search documents which have been added to the project using the search option
• Open a linked document, or view the properties of a linked document using the Open' or Properties buttons accordingly
• Remove a document from the project by using the Trash Can icon next to the document you wish to remove from the project

Administration

Linking and removing of documents, by whom and when is audited and available to review in the Audit History tab.

Attachments

Introduction

Add attachments to the Project.

Drag and Drop one or multiple attachments, or use the file explorer to locate the attachments you wish to add to the Project.

• Optionally provide each attachment with a short description to explain it's purpose or content
• Select Upload to add the attachments to the Project
• Select Remove next to the attachments to to remove them before uploading any remaining attachments

Project Attachments

• Search documents which have been added to the project using the search option
• Open an attachment using the Download link
• Remove an attachment from the project by using the Trash Can icon next to the attachment you wish to remove from the project

Administration

Uploading and removing of attachments, by whom and when is audited and available to review in the Audit History tab.

• Allowed file types is controlled by the following system setting: security.fileUploadRestriction.entity.fileAttachments.types
• Max Allowed file size is controlled by the following system setting: communications.maxfileUploadSize

Stakeholders

Introduction

Associate the project stakeholders and their role in the project.

• Associating users to the project will enable them to view the project, and have project tasks assigned to them.

Adding Stakeholders

Use the search box to find the user (co-worker) you wish to add to the project, choose the role you wish to assign them from the drop down menu and select Add to associate them to the project.

• When a stakeholder is added they will be assigned an Active project status, if the stakeholder is no longer involved in the project you can use the edit option to change their project status.

Editing Stakeholders Role and Status

Select the stakeholder you wish to edit from the list

• Change their role by choosing a role from the role drop down
• Change their status by choosing from the status drop down

Removing Stakeholders

Select the stakeholder you wish to remove from the list

• Select the Trash Can to remove them from the project.
• Removing a stakeholder will remove them fro the project and prevent future tasks being assigned to them

Finding Stakeholders

Use the Search option to find a stakeholder by name, and or use the filter options to filter the list of stakeholders by:

• Role
• Status

Administration

• Stakeholder roles - define your required roles in the Project Member Role simple list in the administration console

• Adding, editing or removing stakeholders is audited and available to review in the audit history tab.

Audit History

• Users
• A Board
• A Calendar
• Gantt Chart
• BPM