Project and Portfolio Management Operations keeps the lights on, strategy provides a light at the...
110
Project and Portfolio Management Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine tha t moves the organization forward.
Project and Portfolio Management Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Training ObjectivesLearn how to utilize the PPM tool Exposure to the State Project Framework This is not a project management training to teach
you how to be a project managerIt will not show you how to determine resource needsIt will not show you how to create a work breakdown
structure predecessors cost analysis etc that you would do as a part of a normal PM work
This implementation is Out of the Box functionality with some configuration so things are going to look different than what you are used to
2
OMESISD Project Portfolio Methodology
0 Project Management Framework 0 Basic roadmap to successful project achievement0 Method to achieve the benefits ISD expects from its investment
in an IT project0 Portfolio Management
0 Identify prioritize and authorize projects 0 Monitor amp Control
0 Performed to observe project execution so that potential problems can be identified and corrective action can be taken to control the execution of the project
0 Performed in order to meet performance objectives in each phase of a project
3
OMESISD Project Portfolio Management Framework
4
Project Management Process Groups Defined1
InitiationConcept Planning Execution Close
Identifies a projectidea potentialbenefits and initial scope
Defines andauthorizes a
project or projectphase
Defines objectives Plans the course
of action required to attain objectives
Integrates peopleand other
resources to carry out the plan
Formalizes acceptance and
brings project to an orderly close
(1) If planning phase cost is greater than $15000 a detail plan and monthly status for the planning phase will be required
All Projects with a Cost of $15000 or More Will Follow This Framework
InitiationConcept Planning Execution Close
Project Managerupdates Portfolio
IT Oversight Committeeapproves projects for
Initiation
Project Manager completes deliverables IT Oversight Committee
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Training ObjectivesLearn how to utilize the PPM tool Exposure to the State Project Framework This is not a project management training to teach
you how to be a project managerIt will not show you how to determine resource needsIt will not show you how to create a work breakdown
structure predecessors cost analysis etc that you would do as a part of a normal PM work
This implementation is Out of the Box functionality with some configuration so things are going to look different than what you are used to
2
OMESISD Project Portfolio Methodology
0 Project Management Framework 0 Basic roadmap to successful project achievement0 Method to achieve the benefits ISD expects from its investment
in an IT project0 Portfolio Management
0 Identify prioritize and authorize projects 0 Monitor amp Control
0 Performed to observe project execution so that potential problems can be identified and corrective action can be taken to control the execution of the project
0 Performed in order to meet performance objectives in each phase of a project
3
OMESISD Project Portfolio Management Framework
4
Project Management Process Groups Defined1
InitiationConcept Planning Execution Close
Identifies a projectidea potentialbenefits and initial scope
Defines andauthorizes a
project or projectphase
Defines objectives Plans the course
of action required to attain objectives
Integrates peopleand other
resources to carry out the plan
Formalizes acceptance and
brings project to an orderly close
(1) If planning phase cost is greater than $15000 a detail plan and monthly status for the planning phase will be required
All Projects with a Cost of $15000 or More Will Follow This Framework
InitiationConcept Planning Execution Close
Project Managerupdates Portfolio
IT Oversight Committeeapproves projects for
Initiation
Project Manager completes deliverables IT Oversight Committee
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
OMESISD Project Portfolio Methodology
0 Project Management Framework 0 Basic roadmap to successful project achievement0 Method to achieve the benefits ISD expects from its investment
in an IT project0 Portfolio Management
0 Identify prioritize and authorize projects 0 Monitor amp Control
0 Performed to observe project execution so that potential problems can be identified and corrective action can be taken to control the execution of the project
0 Performed in order to meet performance objectives in each phase of a project
3
OMESISD Project Portfolio Management Framework
4
Project Management Process Groups Defined1
InitiationConcept Planning Execution Close
Identifies a projectidea potentialbenefits and initial scope
Defines andauthorizes a
project or projectphase
Defines objectives Plans the course
of action required to attain objectives
Integrates peopleand other
resources to carry out the plan
Formalizes acceptance and
brings project to an orderly close
(1) If planning phase cost is greater than $15000 a detail plan and monthly status for the planning phase will be required
All Projects with a Cost of $15000 or More Will Follow This Framework
InitiationConcept Planning Execution Close
Project Managerupdates Portfolio
IT Oversight Committeeapproves projects for
Initiation
Project Manager completes deliverables IT Oversight Committee
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
OMESISD Project Portfolio Management Framework
4
Project Management Process Groups Defined1
InitiationConcept Planning Execution Close
Identifies a projectidea potentialbenefits and initial scope
Defines andauthorizes a
project or projectphase
Defines objectives Plans the course
of action required to attain objectives
Integrates peopleand other
resources to carry out the plan
Formalizes acceptance and
brings project to an orderly close
(1) If planning phase cost is greater than $15000 a detail plan and monthly status for the planning phase will be required
All Projects with a Cost of $15000 or More Will Follow This Framework
InitiationConcept Planning Execution Close
Project Managerupdates Portfolio
IT Oversight Committeeapproves projects for
Initiation
Project Manager completes deliverables IT Oversight Committee
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Process Framework
5
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Concept
0 Propose a new project idea0 Define preliminary description
benefits scope 0 Update Portfolio List but creating a
proposal in the tool0 No work is being done0 Project is identified for future
(opportunity map)
6
The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project
Evaluate a New Project Idea
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
Initiation
+- 50 Milestone PlanBusiness CaseCBA
RiskValue AssessmentUpdated Portfolio-Scorecard
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
ExecutionMonthly Status
Updated Portfolio-Scorecard
Planning+- 10 Milestone Plan
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
Initiation
0 Research initial scope ndash what the project must deliver
0 Estimate initial costs time schedule and resource commitments
0 Identify initial issues and constraints0 Develop the High Level Plan
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Concept
0 Propose a new project idea0 Define preliminary description
benefits scope 0 Update Portfolio List but creating a
proposal in the tool0 No work is being done0 Project is identified for future
(opportunity map)
6
The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project
Evaluate a New Project Idea
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
Initiation
+- 50 Milestone PlanBusiness CaseCBA
RiskValue AssessmentUpdated Portfolio-Scorecard
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
ExecutionMonthly Status
Updated Portfolio-Scorecard
Planning+- 10 Milestone Plan
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
Initiation
0 Research initial scope ndash what the project must deliver
0 Estimate initial costs time schedule and resource commitments
0 Identify initial issues and constraints0 Develop the High Level Plan
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Initiation
0 Research initial scope ndash what the project must deliver
0 Estimate initial costs time schedule and resource commitments
0 Identify initial issues and constraints0 Develop the High Level Plan
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
8
Planning0 Plan and estimate the work and costs involved0 Balance scope schedule and costs to deliver the
requirements0 Document issues and constraints0 Develop the Detail Plan
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Planning0 Plan and estimate the work and costs involved0 Balance scope schedule and costs to deliver the
requirements0 Document issues and constraints0 Develop the Detail Plan
0 Update the Business CaseCBA0 Update the Risk amp Value Assessment0 RFPrsquos are in this phase0 Fit-Gaps are in this phase0 You must have a committed plan and resources
to leave this phase0 You must have signed contracts requisitions
etc to leave this phase0 You must have agreement on how the project
will be paid for0 When you leave this phase you are accountable
for cost and budget 0 In most cases the planning phase is not a
project
9
The project in the Planning Phase is planned to a +- 10 detailed estimate Resources are planning estimating analyzing assessing documenting
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Execution0 Design develop configure test
review verify assess deploy and document project deliverables
0 Monitor schedule costs and deliverable progress
0 Manage and control the work costs and changes
0 Communicate progress issues and resolution
0 Approve deliverable readiness 0 Release transfer deliverables to
customers0 Obtain feedback and sign-offs0 Report status0 Update your project information
0 Update Workplan ndash Completed Tasks actual hours
0 Update Financial Summary - With actuals invoices
10
Resources are performing the work to create and deploy the project deliverables outlined by the detail milestone plan
Create and Implement the Project DeliverablesConcept
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Close
0 Update Business CaseCBA (Actuals) ndash Upload to tool
0 Close the Workplan0 Close the Financial Summary0 Close the Staffing Profile0 Update Project
0 Actual Completion Date 0 Actual Cost0 Project Closing Statements
0 Request Closure of the project
11
Resources are released to other projects or operational demand
Updated Business CaseCBAUpdated RiskValue Assessment
Updated Portfolio-Scorecard
ExecutionMonthly Status
Updated Portfolio-Scorecard
CloseCaptured Metrics
Updated Business CaseCBAUpdated Milestone Plan
Updated Portfolio-Scorecard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
12
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
If nothing ever changed thered be no butterflies
13
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Training Instructions
Keep an open mindDonrsquot let the tool overwhelm
youVideos ndash Do not follow along
with the videos on your screen they are available after the class
Labs ndash They are not a detailed instruction set so pay attention to the video and feel free to play around
14
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Implementation Timeline
15
Verify your project
information
Update the tool Project Information
Pull Project Review Reports
August 30th September
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
The ToolThis training
HP Project and Portfolio Management CenterDashboards
Portfolio Optimization
Project ManagementPortfolio
ManagementProgram
Management
Financial Management
Time ManagementResource
Management
Demand Management
AdministrationWorkflow
16
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Services Schedule0 Cost Rollup Service ndash Runs Every Hour0 Exception Rule Service ndash Runs Every Hour
0 Financial Metrics Update Service ndash Runs Every 24 Hours0 Financial Summary Rollup Service ndash Runs Every 3 Hours
0 Notification Service ndash Runs Every 20 Seconds0 Project Health Service ndash Runs Every 5 Minutes0 Resource Pool Rollup Service ndash Runs Every 5 Minutes0 Staffing Profile Financial Summary Sync Service ndash Runs Every 5 Minutes0 Staffing Profile Period Sum Update Service ndash Runs Every 5 Minutes0 Task Actual Rollup Service ndash Runs Every 250 Seconds0 Task Scheduler Service ndash Runs Every Minute
17
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Request Types in PPMProposals ndash Project ideas in Concept Phase Projects ndash Projects that have been approved to go to InitiationProject Risk ndash Risks identified for a projectProject Issue ndash Project IssuesProject Scope Change ndash Project Scope ChangesProgram Risk ndash Risks identified for a programProgram Issue ndash Program IssuesSW Enhancement- General idea of a change to an existing
application Technical Enhancement- General idea of a change to an existing
infrastructureChange Management- Changes to infrastructure and softwareAPM- Application Location Server and Process tracking Request User- User additions and modifications request
18
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
PPM Project Number vs Peoplesoft Project Number
Concept(Proposal Number)
Initiation(PPM Tool
Project Number)
PeopleSoft Project Number
19
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Introduction amp Navigation
VideoLoginExplain the difference between a Private amp Shared
DashboardNavigate to a dashboardHP Saas DocumentationEdit your profileView My resource Information how to request it be
updatedReview the main navigation buttons breadcrumbs and
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Login Screenhttpsppmtest-sooksaashpcom
22
Lab 1
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 1
1 Login to the tool httpsppmtest-sooksaashpcomUsername Student (Where is the number you have been assigned)Password trainme
2 Navigate to the Technology Services Shared dashboarda Dashboard gt Shared gt Technology Services
3 Navigate to the Revenue Business Segment dashboarda Dashboard gt Shared gt Business Segment gt Revenue
4 Add the dashboard you have open to your ldquoMy Linksrdquoa Mylinksgtadd this page to mylinks
5 Open your Profile information and change your work plan preferencesa OpengtAdministrationgtEdit My Profileb Change the Project Work plan Preferences to 100 tasks per page
6 In the Search Menu search for request 30525 (OR) in the upper top right corner use the search box
7 STOP ndash END OF LAB
23
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Dashboards
Private Dashboards ndash only you have access to seeShared Dashboards ndash everyone has access to see
Team Member (P)Business SegmentsProject Manager (P)Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned programs where you are the manager etc(P) indicates those which you would need to personalize to
filter and show only your information
0 Team Manager (P)0 Technology Services0 Business Applications0 Program Manager (P)
24
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Dashboards
0 A View into the Data within the Tool
25
PortletsDashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Types of Portlets
0 Lists
0 Charts
26
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Dashboard Video
VideoDefaulting your dashboardCopying and customizing a dashboard
27
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 21 Personalize your Project Manager Dashboard for your assigned
ProjectsA Copy and paste from your shared dashboard (Under
Dashboard Templates) to your private dashboard the Project Manager dashboard
B Use your pencil to customize your filters for EACH portlet on this dashboard as follows
You must save before switching between portletsA Project Plans Waiting for Approval Project Manager = You (Student) ndash
Found under the Proposal Details SectionB Projects Ready for Governance Board Review = Project Manager = You
(Student) ndash Found under the Proposal Details SectionC Projects in Execution = Project Manager = You (Student)D Scorecard (Under Program Manager Template) = Project Manager = You
(Student) ndash Found under the Project Details SectionE Resource Request Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)F Resources Fulfilled Portlet (Under Team Manager Template) Staffing Profile
Manager = You (Student)28
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Change is the law of life and those who look only to the
past or present are certain to miss the future
---- John F Kennedy
29
Break
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
ProposalsProposals are the submission of the general idea of a
project to be further evaluated to see if the organizationagency wants to move forward to establish a project
Proposals = Concept PhaseProposals can be submitted by anyone who has access
to the tool Stakeholders who do not have access can request a
new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf
30
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Project Work Flow
31
Concept
Initiation
ConceptReady for Governance Board Review
New
Develop High Level Business Case
Prog Mgr
Prog Mgr
Project Mgr
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Project Work Flow
32
Initiation
Planning
New
Prog Mgr
Finance Mgr
Project Mgr
High Level Business Case Ready for Approval
Planning
Develop Detail Level Business Case
Finance Review
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Project Work Flow
33
Planning
Prog Mgr
Project MgrExecution
Waiting for Detail Plan Approval
Execution
Project Mgr
Execution-Close
Project Close Out
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Project Work Flow
34
Closed
Close
Execution-Close
Requesting Closure
AUDIT1 Was a Work Plan created2 Were Estimates put into the Financial Summary3 Were Actuals posted into the Financial Summary
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Create Proposal Video
35
Video
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Business Segment
Business SegmentConstructionEducationEligibility amp InsuranceFinance amp RegulatoryHealthNatural ResourcesPublic Safety amp
DefenseRevenueOther
36
Business UnitAgency Names
DepartmentFor those agencies
that are on the tool the list of their departments
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 3 Create a new Proposal
1 Name the Proposal [your name]-Lab3 Proposal
2 Set the project manager to yourself3 Set the Start Period to todayrsquos month and year4 Complete the other required fields5 Submit the proposal6 Go to your Private Project Manager Dashboard
you should see it in your first portlet ldquoProject Plans Waiting for approval
37
Lab 3 Continuedhelliphelliphellip
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 3 Continued
38
7 Select on the Proposal Number and select Completed under the available actions You should notice that it goes to Ready for Governance Board review in the status
8 Go back to your Project Manager Dashboard you should notice that it now shows up under the Ready for Governance Board Review portlet It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward thus causing it to go to Initiation
Lab 3 Continuedhelliphelliphellip
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 3 continued9 Select the Proposal Number again and click the Approve
button you will notice it is now requiring you to enter additional fields
A Assign yourself as the project manager B Finish Period of 4 months from todayC High Level Detail Plan Due Date 15 days from todayD Set Program Pick one of your agency programsE Cost Center amp Activity Codes Chose your agency codesF Is a time entry project ID needed NoG Put ldquoApproved by Governance Board on [todayrsquos date] H Select Continue Workflow action this will create a new project
10 If you scroll to the bottom of the page you will notice there is now a Project reference with a new project ID under the relationship details
11 If you go back to the Dashboard you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status
39
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Reviewing Project Information
VideoReviewing the Project Summary TabReviewing the Project Details TabReviewing the Project References Tab
40
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Risk and ValueEach project will need to have the Risk and Value
assessment performedThis is done by answering the questions within the
tool on the Project Details Page under the Value ratings and risk ratings
41
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 4
Review a Project1 Use your dashboard or the search function to find your
project you created in Lab 32 Answer the questions on the Project Details Tab for
Risk and Value
42
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lunch
43
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Portfolios amp ProgramsState
Technology Services
Application Development
Information Security
NetworkTelecomm
Etchelliphellip
Shared Business Applications
OKGov
Treasury
Licensing amp Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society
44
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Programs and ProjectsTechnology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
PROJECTS
EBC Consolidation
45
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Business Segment Programs
46
Business Segment
Agency
Business Function
Business Function
Agency
Business Function
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Project ManagementEach project is assigned to a ProgramEach project is assigned to a Project ManagerProject Manager Responsibilities
Review Project risks issues and scope changesAssure all information is up to date for their projects for Project Review and Governance Board meetings
Staffing Plan (Workload of internal staff)Work Plan (The project schedule and staff
hour actuals)
47
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Program Management0 Each Program is assigned to a Program Manager
0 For Example Bob Walker = Program Manager for NetworkTelecomm Program
0 Program Manager Responsibilities0 Look at dashboards0 Review Program risks issues and scope changes0 Assure all information is up to date for Project Review and Governance Board meetings
48
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Portfolio AdministratorsPortfolios are assigned to the Portfolio Manager For
Example PMO office = Portfolio Manager for OMES Portfoliorsquos
Portfolio Manager ResponsibilitiesReview all proposals and determine validity and are
completeMove projects through Governance Board approval
gatesCompiling reports for Project Review and Governance Board meeting support
49
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple DashboardsExample The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO (OR)
The Consolidation of Health you would want to see it on the Consolidation Dashboard and the Health Dashboard
50
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Program Roll-upA project can only be rolled up ie-their costs and
actuals to one Program You can have Programs that exist that do not do cost
roll-up Therefore the PMO Program is configured to do cost
and actual Roll-up There are Consolidation Programs that does not do cost and actual roll-up
51
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Projects belonging to Multiple Programs
52
PROJECT PPM tool Pilot
PROGRAMService by
Service Consolidation
Consolidation DashboardProgram Management
Dashboard
PROGRAMAgency by
Service Consolidation
PROGRAMAgency by
Agency Consolidation
PROGRAMPMO
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
The Difference
53
Non Financial Program ndash Service by Service Consolidation
Financial Program ndash PMO Consolidation
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Add Projects to a Program
Video
54
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 51 Add your project to a second program
A Go to OpengtProgram ManagementgtSearch ProgramsB Search for Programs that you (Student) are the
program managerC Select the Program for which you are a program
managerD Scroll down to the content section and select the Add
Content ButtonE Find your project and select addF To remove the project from the program select the
project ndash not the hyperlink but somewhere on the line then click the remove content button
55
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
High level amp Detail Level Plans1 The Plans are made up of three sections of the tool
A Staffing Profile ndash For Internal Labor estimateB Work plan ndash For internal labor actualsC Financial Summary ndash For External labor and Non-
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Financial Summary (Planned Costs and Actual Costs)
58
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Costs1 Non-Labor (Planned) ndash Put in Financial Summary2 Non-Labor (Actuals) ndash Put in Financial Summary3 Labor (Planned)
a) Create Staffing Profile will rollup to Financial Summary Labor
b) Create Work plan input actuals will rollup to Financial Summary
59
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Project Management Work Flow
60
Create Work Plan
Create Staffin
g Profile
Request Roles
Create Financ
ial Summ
ary
Get High Level Plan
Approved
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Work Plans
1 Work plans are basically your project schedule
2 List of tasks and who is going to do them how long it will take to do them and in what order
61
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Work Plans0 Minimal Fields that need to be entered to a work plan
0 Task Description0 The begin and end date of the Tasks
62
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Creating your Work Plan
Video
63
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab6Create your project work plan
1 Open your project go to the Project Summary Tab In the Work Plan section select Create work plan from Template Select the State Template
2 Notice you have tasks created for you the start date will default to your begin period of your project
3 To be able to enter Start Date End Date and Effort you will need to click on the hyperlink next to the words ldquoEntering Scheduled Start and Scheduled Finish ldquo CHANGE select this and make sure the middle radio button is selected
64
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab6hellipcontinued4 Update the Tasks as follows
A For the following tasks under Initiation Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager
I Complete Staffing Profile Financial Summary Work plan II Risk amp value Assessment III Identify Initial Issues and Risks
B Continue to modify your tasks so that planning is done in the following month after Initiation and Execution the following month after Planning and Close the month following Execution
5 Now if you go back to your project summary tab you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary
65
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Staffing Profile
Once you are assigned a Project you will need to create a staffing profile by
0 Determining roles for your project
0 Requesting those roles from the resource managers
66
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Staffing Profile Staffing Profiles allow you to obligate a staffrsquos time
without detailing the specific tasks they are to do Detail tasks are done in the Work Plan however the
resource will be obligated and assigned to the project based on the staffing profile
67
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Staffing Profile vs Work Plan
Staffin
g Profile
bullEmployee 1 - 40 hours per weekbullEmployee 2 - 40 hours per week
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Staffing Request Process
Project manager Requests Staff
(Staffing Profile)
Resource Pool Manager
commits and Assigns
Resources to the project (Staffing
Profile)
Project Manager assigns tasks to the
resource in the Work Plan
Labor Planned Hours are
updated into the Financial Summary
Project Manager Enters Actual Hours worked in the
Work Plan
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
69
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Roles Determine how many hours per week or
month you will need the resource
Business Analyst bull40 hours per week for 8 weeks
Project Manager bull20 Hours per week for 16 weeks
Developer bull10 Hours per week for 6 weeks
70
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Staffing Profile Statusesbull In Planning The staffing profile is being developedbull Active The staffing profile is available to execute (has
to be active to request the resources)bull Complete The staffing profile has completed the
execution phasebull Cancelled The staffing profile has been cancelledbull Lock Down The staffing profile has been locked and
is read-only (cannot be updated)
71
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Creating a Staffing Profile
Video
72
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 7Creating a staffing profile1 From the Project Summary tab scroll down to the Staffing portlet select Create a Staffing Profile2 The Start and End Period should default to the begin and end period of your project3 Change the Status to Active Click Create4 Select Add a position Button5 In the Role Required Select Business Analyst and the Resource Pool of ISD-CORE Enter 40 in each of the weeks for the first
two months of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button6 In the Role Required Select Project Manager We are now going to select a specific resource for the Project Manager Select on
the Project Manager in the specific resource requested field enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project Click the Advanced Tab and select ldquoInternal Laborrdquo for the Cost Category Select Add Another Button
7 In the Role Required Select Developer Select The resource pool of ISD-Peoplesoft Developer Enter 40 hours for each week for the last two months of the project Select Add
8 You now need to send the resource requests to the Resource Pool Managers Select Send Resource Request Button9 You can send all the roles at once or only the ones you select You can also put in a date that you want a response Enter
Fridayrsquos date in each of these Select SEND10 You will notice the Status goes to Requested11 If you go to your Project Manager Dashboard you created in lab 2 you will notice you now have something in your Resource
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Financial Summary (Planned Costs and Actual Costs)
75
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Inputting Planned Costs into Financial Summary
Video
76
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 8Input Planned Costs
1 Enter the estimated costs into the Financial Summary cost linesa Go to the Project Summary tab scroll to the bottom within the Project Cost
Portlet click on the View Financial Summaryb Scroll to the bottom and select the Edit Costs Buttonc Select the Add Cost Line Buttond Select Type Non-Labor Category Software (click Add Another)e Select Type Labor Category External Labor (click Add Another)f Select Type Non-Labor Category Other (Click Add)g For Software put the entire $53000 in the first month of the projecth For External Labor spread the $71000 between each month of the projecti For Other spread the $20000 between five months of the project putting
$4000 in each monthj Your total should add up to $144000 Click Done k You will notice the Total Forecast Cost is now $144000 + the internal labor
costs from your staffing profilel Select Done
77
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Assign Resources0 Promised - Promised allocations are resource allocations who are
not specifically named or identified They can be used when a resource is allocated but the resource is not defined in PPM Center (for example a subcontractor) Or they can be used to commit resources and then assign a specific resource at a later time (Should only be used during Initiation Phase)
0 Committed - Amount of effort provided by allocated resources that are committed
0 Soft Booked - Amount of effort provided by allocated resources that are not yet committed
0 Unmet Demand ndash the number of hours or FTE that are needed to fulfill a resource request for a project
0 Remaining Capacity ndash The total capacity of a resource less the total assignments they are committed to soft booked to
78
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Process Framework
79
CloseUpdated Actuals
Updated BusinessCaptured Metrics
ConceptUpdated Portfolio (Cost gt $15000)
Name Description Initial Benefit Initial Scope
PlanningUpdated Portfolio-Scorecard
+- 10 Milestone PlanUpdated Business Case
Updated Risk Assessment
ExecutionUpdated Portfolio-Scorecard
Monthly Status
Initiation Updated Portfolio-Scorecard
+- 50 Milestone PlanBusiness Case
Risk Assessment
Promised with No NameOr Soft Booked with a Name
Soft Booked with a Name orCommitted with a Name
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Approving Staffing Requests
Video
80
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 9Approving Staff Requests
1 Go to your private Project Manager dashboard VIEW the Resources Requested Portlet2 You will notice that you have 3 unmet demand for this Staffing Profile or Project select the
staffing profile you just created3 Select the checkbox next to the unmet demand under Business Analyst Select the Resource
Finder Icon next to the Assign Button 4 The list that comes up are those individuals that are in the role of Business Analyst select
several from the list Select View Resource Load5 You will notice it now shows you the Total Capacity Total Assignments and Available
Capacity if you click on the Assignment Details Hyperlink at the top of the page it will also show you the projects they are already committed to This screen will allow you to determine which resources are available during the time that is being requested When you are done looking at this screen select DONE
6 You can now unselect those people you do not which to assign leaving only the person you want to assign to this project and click the ASSIGN button
7 You will notice the personrsquos name at the top of the screen and a list by week how much capacity is available from the Resource Pool Change the Drop Down from Soft Booked To Committed Select Done
8 For the Developer you will need to select at multiple resources to meet the demand requested
9 Do the same thing for each of the Roles
81
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Break
0 END FOR THE DAY
82
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Project and Portfolio ManagementOperations keeps the lights on strategy provides a
light at the end of the tunnel but project management is the train engine that moves the organization forward
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Viewing your Plans0 The steps that are required for completing the initial
or detail planning for your project include completing the following 0 Work plan0 Staffing profile 0 Financial summary
0 The next step is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab0 This is the view that will be used for the project review
meetings
84
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Viewing amp Submitting your Milestone Plans
Video
85
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 101 Export your Plan
A Open your Project Go to the Project Summary Tab Select the Export to PDF (in the upper left hand corner)
B Select the Display header Display Title and Display timestampC Expand the Choose PortletsD Select the following portlets
1 Project Summary and Health2 Work Plan3 Milestone Summary4 Issues (If you have any if not then do not select this)5 Project Cost
E Select Portrait and click EXPORT
2 Submit the request to have your high level plan project reviewedA Go to the Project Details Page Select the Complete ButtonB In the Notes section Put High Level Plan Ready for ApprovalC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is now in the Project
Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval
3 Approve the High Level PlanA Go to the Project Details Page Select ApproveB In the Notes Section Put High level Plan ApprovedC Select Continue WorkflowD If you go back to your dashboard for your agency you will notice the project is no longer on the
Project Plan Waiting for Approve Portlet but does show up on the Score Card and Project List 86
Username StudentxxPassword trainme
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Baselines amp Snap ShotsThere are 2 times during a project that the system
will automatically take a Snapshot of your Financial Summary and a Baseline of your Work PlanWhen your High Level Plan is ApprovedWhen your Detail Level Plan is Approved
87
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 110 Review your Baseline for your project
0 Go to the Summary Tab of your project in the work plan portlet click the View Baselines button
0 You will notice a baseline named High Level Business Case Approved
0 Review your snapshot of your Financial Summary0 Go to the Summary Tab of your project in the Project
Cost Portlet select the View Financial Summary Button 0 Click on the View Snapshots hyperlink in the Summary
section
88
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Weekly Update Process
There are 3 things that need to be updated each week Your work plan needs to be updated
With updated percent complete on the tasksWith actual hours worked
Your Financial Summary needs to be updatedWith actuals for the non-labor cost categories
Update your notes section with the current status
89
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Weekly Update Process
Video
90
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query
GO_TL_REPORT_HOURS_BY_PROJECT
91
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 12
1 Edit your work planA Add 160 hours for the first Month of your project
i Select on the Initiation Task Click the Add button (+)ii Add a line name it Month Year (the first month and year of your project)
B Complete all the Initiation and Planning Tasks
2 Update your financial summaryA Go to Project Summary TabgtView Financial SummarygtEdit Costs ButtonB Make sure the Forecast and Actuals Hyperlink is selectedC For the first month of the project
1 Enter a $30000 invoice for Software2 Enter a $10000 invoice for External Labor
3 Add a user note (This can be found on the Project Details Tab scroll down to the Notes section) with a status of ldquoProject is going well waiting on sponsor approval of deliverablesrdquo
92
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Process LibraryProcess Library VideoAn Online Library of the Project and Portfolio
Processes
CategoriesRolesDisciplinesWork ProductsLife Cycle
93
httpeclipseomesokgov
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 13
0 Go to the process library0 Look up what deliverables the Portfolio Administrator is
responsible for0 Lookup who is responsible for The Close Project Task
within Project Management0 Lookup who is responsible for creating the Opportunity
Map within Portfolio Management
94
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
CBAs
CBA ndash Cost Benefit Analysis Required on all Consolidation or Cost Savings
Initiatives and any other time Management deems necessary
95
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
96
Cost Benefit Analysis
Summary Project InformationAgencyDepartment Project ID (CRM) Project Description Original Creation Date Project Owner Revision Number Project Manager Revision Date
Current Costs and Benefits
Source Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Current Catalogue Services $000 $000 $000 $000 $000 $000Business Benefits $000 $000 $000 $000 $000 $000Total Current Costs and Benefits $000 $000 $000 $000 $000 $000
Future Costs (One-time and Ongoing Costs)
Item Detail Impact Rationale
Year 1 Year 2 Year 3 Year 4 Year 5 Year 6NetworkVOIP $000 $000 $000 $000 $000 $000Hardware $000 $000 $000 $000 $000 $000Software $000 $000 $000 $000 $000 $000External Labor $000 $000 $000 $000 $000 $000Internal Labor $000 $000 $000 $000 $000 $000Internal Travel Training Misc $000 $000 $000 $000 $000 $000Catalogue Services $000 $000 $000 $000 $000 $000Total Future IT Costs $000 $000 $000 $000 $000 $000
Financial Analysis Summary Financial Summary (calculated from lines above)Net Present Value (NPV) of Project Cash Flows
$000
TIMELINE Year 1 Year 2 Year 3 Year 4 Year 5 Year 6
Payback Period (months) 000 Net Per Year $000 $000 $000 $000 $000 $000 IT Cost Reduction 000 Value Score 000
Risk Score 000
Discount Rate
400
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
CBA
0 Video
97
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 141 Using the financial information in your project
create a CBA for your projectA Go to the Process Library and Find the CBA TemplateB On the Future Costs Tab Update the Template with the
below informationA In the Internal Labor costs section enter 35000 in the
Total Salary put 5 in the estimated annual column (This is indicating it is going to take 5 of the project staff time to perform continued maintenance on the software
B In the Software section enter 1 license and $53000 in the Annual SW Cost per license and 20 in the Annual Maintenance
98
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 14hellipContA In the professional services section put 710 in the
of hours and 10000 in the rate with 0 in the Ongoing
B In the Internal TrainingTravelMisc section put Training in the Item put 1 in items put $20000 in the Annual Cost per item and put 0 in the Annual Maintenance
99
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 14hellipContA On the Current Costs Tab Update the Template with
the following informationA The current internal labor cost for the existing system
that this is replacing is 2 full time people at a salary of 52000 per year In the Internal Labor costs section create two lines one for each FTE enter 52000 in the Total Salary leave Benefit Pct column and put 100 in the estimated annual column (This is indicating it is would take 100 of the project staff time to perform continued maintenance on the software)
B In the Software section enter 100 licenses and $5000 in the Annual SW Cost per license and 100 in the Annual Maintenance (For the cost of the SW licenses)
100
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Lab 14hellipCont1 Look at the Cost Benefit Tab you will notice a NPV a
Payback period and a IT Cost reduction is computed2 Go to your project enter this information in your
project details tab under the Business Case Details Section
3 Upload the CBA to the Project
101
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
CRM Employee Self Service
0 If you have any questions or concerns regarding the PPM Tool you should create a CRM case
0 To Add a CaseLog into CRM ESS Select Help Desk then Select Add Case
102
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Completing the CRM Ticket
103
Business Unit Is always OSF Service DeskCustomer Defaults to the User However this field can be changed by selected the Edit Employee Link Account Number Is not active at this timeCase Type Options are Request Fulfillment or Incident Management
Request Fulfillment is uses at all other timesIncident Management is used is something is broken or about to break Product Group Is always Customer SupportProduct Select Customer Service (as it is the only option) Category Specialty Type amp Detail Select the option that best fits the problemPriority Defaults to Priority 3Severity Defaults to 3 LowProblem Summary Provide a brief summary of your problem This field is used just as a subject line is used in an emailProblem Details Provide a detailed description of the problem including any error messages received Attach a File Attach screen shots of error messages reports and other documentation that will assist with the quick resolution of the problemNote The following fields are not used by the OMES Service Desk Account Number Product Hierarchy Problem Type Asset Tag and Urgency Therefore these fields will remain blank
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Creating CRM Case
0 Video
104
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Next Steps
0 Verify your project information in Production0 Project Plans waiting for approval ndash need to move to
Hold if not ready to go to Governance Board or approve them to go to the Governance Board
0 Update your Staffing Profiles Financial Summaries and Work plans for each active project By August 30th
105
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Creating your Dashboard in Production
0 Login to the production site0 From the CIO Website homepage
0 User ID Peoplesoft ID0 First time Password sookppm
0 Setup your Dashboards for Project Manager Program Manager Team Manager and Team Member (Refer to Lab 2)
106
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Updating your Concept Projects
1 Look at your projects from one of your dashboards ndash The Project Plans Waiting for Approval
A If you want these to stay in Concept and not go to the Governance Board move them to Hold
B If you want these to be considered to move forward at the next governance board Select Completed and they will move forward to go to the Governance Board
107
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Verification of Production1 Look at your Projects Ready for Governance Board Review
Portlet verify this is the correct status for these projects if not move them to where they need to go using the workflow
2 Look at your Project in Execution Portlet verify these are the projects that are in Execution Donrsquot worry about the Gantt charts yet you will do that in a later review
3 Look at your Scorecard Portlet ndash These should be all projects that are not in Concept you will need to verify their Phase Status Actual Start Date Original Planned Finished Period Planned Finished Period and Most Recent User Note If any of these are incorrect open the project and update the Project Details tab with the correct information
108
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Updating Project Information1 For Each Project on your Scorecard you will need to
do the followingA Create and complete a Work PlanB Create your staffing profile using your Work PlanC Create your Financial Summary if you have any costs
other than internal labor if you only have internal labor you will not need to do this step
D Once you have completed this do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them Initial Snapshot
109
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
Staffing Profile Statuses
Creating a Staffing Profile
Lab 7
Break
Financial Information (2)
Inputting Planned Costs into Financial Summary
Lab 8
Assign Resources
Process Framework (2)
Approving Staffing Requests
Lab 9
Break (2)
Project and Portfolio Management (2)
Viewing your Plans
Viewing amp Submitting your Milestone Plans
Lab 10
Baselines amp Snap Shots
Lab 11
Weekly Update Process
Weekly Update Process (2)
Peoplesoft Project Time Report
Lab 12
Process Library
Lab 13
CBAs
Slide 96
CBA
Lab 14
Lab 14hellipCont
Lab 14hellipCont (2)
Lab 14hellipCont
CRM Employee Self Service
Completing the CRM Ticket
Creating CRM Case
Next Steps
Creating your Dashboard in Production
Updating your Concept Projects
Verification of Production
Updating Project Information
Verify Dashboard
Verify Dashboard0 Now go back to your Dashboard and verify the
following Portlets0 The Projects in Execution ndash Assure that the Gantt charts
are now accurate if not you will need to open the Work Plans and adjust them
0 The system will update your Schedule Health Cost Health Total Forecast Cost and Estimated to Complete for you ndash this may take a while so donrsquot worry if it is not there todayhellipif you check tomorrow and it is still not correct open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it
110
Project and Portfolio Management
Training Objectives
OMESISD Project Portfolio Methodology
OMESISD Project Portfolio Management Framework
Process Framework
Concept
Initiation
Slide 8
Planning
Execution
Close
Slide 12
Slide 13
Training Instructions
Implementation Timeline
The Tool This training
Services Schedule
Request Types in PPM
PPM Project Number vs Peoplesoft Project Number
Introduction amp Navigation
Documentation
Login Screen httpsppmtest-sooksaashpcom
Lab 1
Dashboards
Dashboards (2)
Types of Portlets
Dashboard Video
Lab 2
Change is the law of life and those who look only to the past o
Proposals
Project Work Flow
Project Work Flow (2)
Project Work Flow (3)
Project Work Flow (4)
Create Proposal Video
Business Segment
Lab 3
Lab 3 Continued
Lab 3 continued
Reviewing Project Information
Risk and Value
Lab 4
Lunch
Portfolios amp Programs
Programs and Projects
Business Segment Programs
Project Management
Program Management
Portfolio Administrators
Projects belonging to Multiple Programs
Program Roll-up
Projects belonging to Multiple Programs (2)
The Difference
Add Projects to a Program
Lab 5
High level amp Detail Level Plans
Slide 57
Financial Information
Costs
Project Management Work Flow
Work Plans
Work Plans (2)
Creating your Work Plan
Lab6
Lab6hellipcontinued
Staffing Profile
Staffing Profile (2)
Staffing Profile vs Work Plan
Staffing Request Process
Roles Determine how many hours per week or month you will need
