Presentation is loading. Please wait.

Presentation is loading. Please wait.

© Execview 2011 Execview Portfolio Management Training October 2011 Key functions guide for Portfolio and Project Managers.

Similar presentations


Presentation on theme: "© Execview 2011 Execview Portfolio Management Training October 2011 Key functions guide for Portfolio and Project Managers."— Presentation transcript:

1 © Execview 2011 Execview Portfolio Management Training October 2011 Key functions guide for Portfolio and Project Managers

2 © Execview 2011 Execview Portfolio Management Training Contents Introduction 1.Overview66 2.Security77 3.Access88 4.Support99 5.Structure Login1111 Setting Up New Projects 7.Creating a new Project – Set up process Accessing Portfolio Activities “Tree View”1414 a.Project Definition: Business Case1515 b.Project Definition: People, Components and Strands1616 c.Project Definition: Overview1717 d.Project Workflow18 – 1918 – 19 Terminology 9.Key to Typical Execview Icons Glossary of Terms2222 continue >> 2

3 © Execview 2011 Execview Portfolio Management Training Contents Project Progress View 11.Implementation Arrow – Progress View Navigation from the Progress View2525 Milestones, Deliverables and Tasks 13.Milestones Deliverables Tasks2929 RAIDs and Actions 16.RAIDs (Risks, Assumptions, Issues and Dependencies)31 – 3231 – 32 a.A more detailed look: Risks33 – 3433 – 34 b.A more detailed look: Issues3535 c.A more detailed look: Assumptions3636 d.A more detailed look: Dependencies Creating and Managing Actions3838 continue >> 3

4 © Execview 2011 Execview Portfolio Management Training Contents Stakeholders 18.Enabling Stakeholder Groups4040 a.Adding Stakeholders via the Definition View4141 b.Adding Stakeholders - Stakeholder grid view42 – 4442 – 44 c.Updating Stakeholders - Stakeholder grid view4545 Finance Information 19.Managing and Recording Finance information4747 a.Entering Finance Data4848 b.Entering an Overall Budget4949 c.Entering a Baseline Plan5050 d.Creating a Forecast5151 e.Entering Actuals and Budget Variances5252 f.Show Progress / Updating your Forecast5353 Progress Reporting 20.Progress Reporting5555 a.Progress Reporting: Creating a Report5656 b.Progress Reporting: Adding Commentaries5757 c.Progress Reporting: Scoring Status using DAIs5858 4

5 © Execview 2011 Execview Portfolio Management Training Introduction

6 © Execview 2011 Execview Portfolio Management Training 1.Overview Execview is designed to provide an intuitive, simple to use framework for running large projects and programmes of work. Some of the Execview advantages are: Simple portal that holds all portfolio, programme and project information. The production of progress reports is straightforward. Reporting at higher levels is almost automatic. Two way reporting hierarchy that allows different summaries from the same underlying report. Managers can record and track all key project “components” (tasks, milestones, risks, issues, costs, etc) in a standard way. Items can be selectively escalated. The resulting views and reports are highly graphical. Software configuration and customisation is easy and can fit with the way an organisation works. 6 Back to contents

7 © Execview 2011 Execview Portfolio Management Training 2. Security Execview is a “hosted”, Internet-based service provided by Execview Ltd. A number of measures exist to ensure the service and the data stored in it remain highly secure: Hosted in a high security facility by one of the world’s leading hosting companies with security clearance from customers such as the British Army, the BBC and many banks Highly secure initial passwords, followed by requirement to use at least eight characters with one capital and one digit Fully audited environment, with user actions stored and full audit trail available for almost all data items Strong processes and procedures for customer set-up and system administration 7 Back to contents

8 © Execview 2011 Execview Portfolio Management Training Security of system (IT) –The Execview software is written by Execview Ltd. However, the service is hosted under contract to them by ‘Rackspace’, a major international hosting provider with very high-level security accreditation –New Execview users receive two s confirming a) the URL and their login id for the service and b) their initial password. This must be changed the first time you log in. –New passwords in Execview must be at least eight characters long, containing at least one capital letter and one digit. –The system forces you to change your password once every 30 days; you cannot use previous ones. Access Levels –Each Execview user is allocated one or more ‘roles’. For example, programme manager of a specific programme, project sponsor, etc. –The roles given to your Execview account dictate the permissions you have in the system, i.e. what you can create, edit or delete, etc Access Back to contents

9 © Execview 2011 Execview Portfolio Management Training For normal IT problems and/or issues with Execview please contact Typical role of a Project Management Office –Managing the organisation’s use of the Portfolio Module of Execview –Setting up new users –Setting up projects –Moving programmes/projects between stages –Setting up Portfolio module scorecards –Managing the Execview supplier relationship 9 4. Support Back to contents

10 © Execview 2011 Execview Portfolio Management Training Portfolio Summary Contracted Service Programme 1 Sub-Prog C Sub-Prog A Project 2 IT Project Other Project Operations SummaryCommercial Execview will allow a complex portfolio of projects to be built and tracked. A project can exist on its own in a portfolio, or as part of a programme: Components Progress Reports Milestones Tasks Deliverables Risks Issues CSFs & KPIs Assumptions Dependencies Resources Finances Benefits Documents Definition (PID) Workflow (status) There is a four tier security model (security on four levels): Contracted Service (CS) – This forms a security boundary. The Execview system can be on a separate server for additional security. CS Administrator – controlling access and configuration of the system for one organisation Activity – managing Portfolios, Programmes and Projects User – preferences, password change Portfolio Structure - Flexible and Secure Project 1 Back to contents

11 © Execview 2011 Execview Portfolio Management Training When you first log in to Execview you are taken to a personalised home page: The graph on the right displays the aggregate view of the items tasked for you to deliver. Further information below this lists things you must do or know about. There are a several navigation tabs located in the top left of the screen:  Home (this page)  Operations (where service delivery is tracked and reported)  Portfolio (where projects are tracked and reported)  Resources (timesheets and work assignment information)  Administration (for admin users only) NB: Some of these tabs may not appear if you are not set up to use them. Your name, and links to Support, Feedback, Change Password and Logout are shown in the top right corner Personalised home page dashboard, displays by project, programme and portfolio all of the Tasks, Actions, Risks, Issues, Dependencies, Assumptions, Change Requests, etc. that you are responsible for Home Page Login Screen Execview user login details Reset password Current overall RAG status Date & links to My Actions My Tasks My RAIDs Date & links to My Actions My Tasks My RAIDs Delivery graph of Planned v Completed items Main Navigation tabs You can retain your username and password details between sessions if your PC is secure / private Login Back to contents

12 © Execview 2011 Execview Portfolio Management Training Setting Up New Projects

13 © Execview 2011 Execview Portfolio Management Training Creating a new project – Set up process Back to contents

14 © Execview 2011 Execview Portfolio Management Training The standard method of accessing a programme or project is via the ‘tree view’: Click ‘Portfolio’ on the top level menu. The ‘Status View’ that appears lists all activities in your portfolio, together with managers’ names, dates of their most recent reports and status indicators (called ‘DAIs’). Reports are ‘produced’ and kept in an archive for each activity. You cannot produce a report prior to the date set for it. To enter an activity, click on its title:  If you have the appropriate ‘role’ for a project or programme, the link will be blue and you will be able to click the link to get to the project’s progress report.  If you do not have the right permission, the link will be black and you will be able to see the link in the treeview but not access it. Contact the CPO/PMO to gain access. As a shortcut, you can go straight to Tasks, RAIDS, Documents, Actions etc. in a project by selecting the component view. Delivery Assurance Indicators (DAIs) Add and edit new projects, programmes or portfolios here Component View Status View Project Manager & Date of last report Project Manager & Date of last report Accessing Portfolio Activities via the ‘Tree View’ Back to contents

15 © Execview 2011 Execview Portfolio Management Training Access this page by clicking into the project from the Portfolio tab Then click the large ‘Definition’ arrow near the top of the screen This page is split into four sections, described below and on the next slide: Business Case Project purpose Business problem definition Context information Business impacts summary Delivery approach What’s In and Out of Scope Success Criteria (CSFs) Performance Measures with Targets Finances Benefits Overview Aims & Measures Select this icon to create a pdf version Select this icon to add a measure Select this icon to add a target Finances & Benefits Edit Delete Add 15 a. Project Definition: Business Case Back to contents

16 © Execview 2011 Execview Portfolio Management Training People, Components & Strands People – this section lets the user define who the project manager and project sponsor will be via the use of name fields. Components – this is a quick way for components such as milestones, tasks and RAIDs to be entered. Strands – sets up strands into which components can be grouped. Adding an item to these pages has two effects: Builds the project definition document for sign-off, including the governance of the project, and Automatically adds all trackable items to the database, so that later additional information and status can be managed People Components Strands Edit Delete Add Edit Delete Add 16 b. Project Definition: People, Components and Strands Back to contents

17 © Execview 2011 Execview Portfolio Management Training Overview The Definition arrow’s Overview screen is a multi-screen form describing the project in full, which can also be generated as a pdf. It includes all the information entered into the previous four tabs. Overview 17 c. Project Definition: Overview Back to contents

18 © Execview 2011 Execview Portfolio Management Training Execview’s workflow functionality moves an activity through a set of pre-defined states (see project lifecycle next page) A project’s workflow has two key functions: 1.Allows the project definition to be drafted, and ‘Locked’ at the end of the first stage.  The project workflow states are either ‘active’ or inactive’.  Completed, On Hold or Closed are examples of inactive states – most other states are Active. 2.Allows the project status to be controlled by the CPO / PMO An end date can be entered against each workflow state to signify when this stage should end and the next phase should commence. The CPO has the permissions to move a project from one state to another. TIP: A project in an ‘Inactive’ state will not appear by default in the Portfolio tree view. Select Status: ‘– All –’ or ‘Inactive’ at the top of the Portfolio tree view in order to access a project that is not active. d. Project Workflow Back to contents 18

19 © Execview 2011 Execview Portfolio Management Training Idea stage Concept stage Definition stage Impl’ment stage Handover stage Completed Approval of project mandate Approval of Outline Business Case Approval of Final Business Case Approval of Implementation stage Approval of Handover and Closeout Statement of requirements (SoR) Resourcing of PM, Sponsor Delivery approach Draft Contract Design stage plan and resourcing Project Management Plan (PMP) Business problem definition High level conceptual description High level project economics Technology assessment Impact assessment Project Charter Detailed planning Technical design specifications Build stage plan and resourcing Build deliverables (products, processes) Solution set-up Testing stages Training design Comms plan Rollout stage plan Project delivery Handover documents Project close-out report Lessons Learnt Meeting review of: Outline analysis of the problem and opportunity Discussion of delivery approach, complexity, risk, costs and benefits Start dates and duration Fit with other work Typical outputs from each stage (for information) Gateway – this is the primary approval point (or transition) where a Steering Group or individual grants approval for the project to continue to the next stage thereby progressing the workflow (to move forward) - Typically workflow will be updated by the CPO on behalf of the project following an approval meeting QA review – this is an optional approval in the workflow, typically by a specialist team that signs off the outputs from the previous stage. - Typically requires multiple signatures by the PM, Technical Design Architect, Business Design Architect, Project sponsor, in order for this review to have completed. 19 d. Project Workflow continued Back to contents

20 © Execview 2011 Execview Portfolio Management Training Terminology

21 © Execview 2011 Execview Portfolio Management Training These icons are used in the project and programme components: Update item definition Update item status Manage Actions Store Documents BLUE – Completed and signed-off GREEN – High Delivery Confidence – On track to complete in the agreed timescale and to the required output criteria. AMBER – Medium Delivery Confidence - Some issues or risks impact this item, but it will be recovered by management action RED – Low Delivery Confidence - Will be impacted in output completion or timescale; cannot be recovered to original intent GREY – Not relevant or no status information is available Note: a key to some of these symbols can be added to the bottom of your progress reports. Tick the checkbox in the Progress Report settings screen. These icons are used in the tree view for setting up new Portfolios, projects, programmes: Add new workstream Edit workstream Add new programme / project Add Change Request Workflow Deliverables Tasks Milestones Finances Progress Report RAIDs Actions Aims and Measures Documents Resources Scorecards Import Rules Outcome Maps Key to Typical Execview Icons Back to contents

22 © Execview 2011 Execview Portfolio Management Training RAGRed, Amber, Green: Often used to express confidence that something will be delivered as expected (Red, Amber and Green respectively mean low, medium and high confidence). Blue, where used, means completed and Grey means not scored DAIDelivery Assurance Indicator: RAG indicators relating to key aspects of running any programme or project MilestoneA single point in time at which something is now able start, or has been achieved DeliverableSomething a project must produce, whether tangible or intangible TaskSome work for people to do, with both a start and end date, a lead person, and from which a Deliverable will be produced RAIDA collective term for Risks, Assumptions, Issues and Dependencies. These are all entered and managed by Execview in much the same way. IssueA problem that has arisen about which some action needs to be taken. Word these in the past tense. RiskA problem that may arise but hasn’t yet, about which some action may be taken now to reduce its likelihood or to anticipate its consequences. Word these in the future tense. AssumptionA general fact you are relying on to be true over which you and your immediate colleagues have little control DependencySomething you are relying on to be delivered which is the responsibility of someone outside your chain of command to provide (or the opposite, where you are delivering something for other people which they cannot influence) Notes onIn deciding whether to assign an item as a Risk, Issue, Dependency or Assumption consideration RAIDs:should be given to how you wish to manage any item. They are similar but, for example, if you want to record a probability and/or mitigation approach, then create a Risk as this data only exists on Risks in Execview. Likewise, only a Dependency can record the name of the person who is responsible for delivering it. A Dependency may slip, and an Assumption may turn out to be false. These could therefore also be regarded as Risks and added to Execview as such. But since it is more work to monitor and manage two things than one, and it is possible to indicate a RAG status on any Dependency or Assumption, it may well be sufficient to use just them Glossary of Terms Back to contents

23 © Execview 2011 Execview Portfolio Management Training Project Progress

24 © Execview 2011 Execview Portfolio Management Training All projects and programmes have a standard initial page called the Progress View: This page carries the latest project status, and reports milestones, products, RAIDS (Risks, Assumptions, Issues and Dependencies) deliverables (if any) and finances. The tracking menu contains a number of other Views: Schedule (timeline) Delivery (phases/milestones) Scorecard (exception reports) Change Request List Actions Finances Measures Stakeholder Map Other things you can access: Left-hand grey floating menu buttons: take you to screens for managing the related project components. Click the titles and status icons of items on the report to access their definitions and latest status information. Hover over the three small squares on the very left-hand edge of the screen to view these buttons Back to tree view, up to parent or across to other projects Milestones and Task progress graphs Project, Programme, Portfolio name Different Views are available under tracking Progress View Delivery Assurance Indicators (DAIs) Implementation Arrow – Progress View Back to contents

25 © Execview 2011 Execview Portfolio Management Training Schedule View Progress View Actions View Delivery View Finance View Navigation from the Progress View Back to contents Scorecard View

26 © Execview 2011 Execview Portfolio Management Training Milestones, Deliverables, Tasks

27 © Execview 2011 Execview Portfolio Management Training Workflow Stage: this field dictates at which stage of the project the milestone relates to A Milestone is a single point in time by which something has been achieved, or something is enabled or ready to happen. Milestones are managed in a very similar way to Tasks and Deliverables (see next two pages). You can attach to any Milestone:  One or more documents  One or more actions TIP: Remember, Milestones are listed on your Project progress report – the quality of how you document them is important. Search Filters Status filter Shows Milestones at lower levels and by activity Milestones Back to contents Reporting Level field: controls whether this item is escalated to appear on higher level reports. Decide whether to do so in discussion with the related Portfolio manager

28 © Execview 2011 Execview Portfolio Management Training Deliverables are what your project is going to produce which will achieve business change Press the “Deliverables” button to manage them. Click “Add Deliverable” (top right) to create one. Select the title to update a Deliverable’s definition, including owner and approver and the level you want it reported at. The search box allows the user to filter on key words in the title or description Click the ‘status’ icon to update current status. You will see that an audit trail of all previous status updates is kept. You can attach to any Deliverable:  One or more documents  One or more actions Deliverable definition screen Status update screen Excel report The blue highlight signifies the last product to be accessed by that user Search Filters Status and people filters Shows Deliverables at lower levels and by activity Deliverables Back to contents

29 © Execview 2011 Execview Portfolio Management Training Tasks are major items of work to be completed for your project. They represent how effort and resources will produce your project’s deliverables Press the “Tasks” button to manage them. Click “Add Task” (top right) to create one. Select the title to update a Task’s definition, including its start and expected end date, a person leading its delivery and a the level you want it reported at. The search box allows the user to filter on key words in the title or description Click the Status icon to update current status. You will see that an audit trail of all previous status updates is kept. You can attach to any Task:  One or more documents  One or more actions TIP: Remember that Tasks are listed on your Project progress report. The quality of how you document these is important. Try to be concise – a sentence or two in most cases is sufficient for all but the most complex tasks. Task definition screen Tasks Status update screen Excel export The blue highlight signifies the last item accessed by you Task grid view Back to contents

30 © Execview 2011 Execview Portfolio Management Training RAIDs and Actions

31 © Execview 2011 Execview Portfolio Management Training Risks: problems that may arise (but haven’t yet) Assumptions: things you are relying on to be true but probably cannot influence Issues: problems that have arisen Dependencies: something you need to receive where delivery is outside your control RAIDs are managed in a very similar to Deliverables, Tasks and Milestones (see previous pages). TIP: Keep items short and succinct – it helps the progress reporting. If you want lots of detail, attach a document to the RAIDs item RAIDs (Risks, Assumptions, Issues, Dependencies) Back to contents

32 © Execview 2011 Execview Portfolio Management Training There are two RAID reports available: A ‘Full RAID Report’ which is a formatted printable option that can be used to review RAIDs in meetings. An Excel document as with Milestones and Tasks that can be manipulated as you wish The filter options allow for different views of RAIDs to be created. Both reports export whatever is displayed in list. Search Filters Status Filters Shows RAIDs at lower levels and by activity RAIDs (Risks, Assumptions, Issues, Dependencies) Back to contents

33 © Execview 2011 Execview Portfolio Management Training Search Filters Status Filters Shows RAIDs at lower levels and by activity Overdue Risks have red dates, otherwise green (or amber if within one week) 33 a. RAIDs – A more detailed look: Risks Back to contents If categories have been set up by your administrators, then you have the option to set them on the definition screen. Alternatively they can also be left to ‘Not set’. Business Impact: 4 – Critical 3 – Major 2 – Moderate 1 – Minor Business Impact: 4 – Critical 3 – Major 2 – Moderate 1 – Minor Risk Probabilities: 4 – 99 percent 3 – 66 percent 2 – 33 percent 1 – 0 percent Risk Probabilities: 4 – 99 percent 3 – 66 percent 2 – 33 percent 1 – 0 percent

34 © Execview 2011 Execview Portfolio Management Training State what you are trying to do to mitigate (or provide contingency) for this risk in the ‘Mitigating Actions” field. Then state progress towards achieving this in the ‘Latest Progress’ field. This graphic shows you Execview’s estimation of the risk’s current severity (the black circle). It usually lies somewhere between where the severity was initially judged to be and a target to be achieved. Search Filters Status Filters Shows RAIDs at lower levels and by activity State the current delivery confidence of completing mitigation Always state the current view of risk impact and probability on the Latest Progress screen 34 a. RAIDs – A more detailed look: Risks Back to contents Business Impact: 4 – Critical 3 – Major 2 – Moderate 1 – Minor Business Impact: 4 – Critical 3 – Major 2 – Moderate 1 – Minor Risk Probabilities: 4 – 99 percent 3 – 66 percent 2 – 33 percent 1 – 0 percent Risk Probabilities: 4 – 99 percent 3 – 66 percent 2 – 33 percent 1 – 0 percent

35 © Execview 2011 Execview Portfolio Management Training Use the Issue Definition screen’s Mitigation field to state what you are trying to do to resolve or mitigate this issue. Then state progress towards achieving this on the Latest Progress screen’s ‘Latest Progress’ field. Business Impact: 1 – Low 2 – Medium Low 3 – Medium High 4 – High 5 – Extremely High Business Impact: 1 – Low 2 – Medium Low 3 – Medium High 4 – High 5 – Extremely High Issue severity relates directly to Business Impact. Status – confidence that the issue will be resolved or worked around. Search Filters Status Filters Shows RAIDs at lower levels and by activity If categories have been set up by your administrators, then you have the option to set them on the definition screen. Alternatively they can also be left to ‘Not set’. 35 b. RAIDs – A more detailed look: Issues Back to contents

36 © Execview 2011 Execview Portfolio Management Training Select a RAG symbol to express confidence that this assumption is valid Search Filters Status Filters Shows RAIDs at lower levels and by activity 36 c. RAIDs – A more detailed look: Assumptions Back to contents

37 © Execview 2011 Execview Portfolio Management Training There are spaces here to record: Direction: is this something where you are dependant on something else (incoming) or someone is dependent on you (outgoing) or both? Reciprocal owner: the other party involved in this dependency Type: Internal or External, i.e. Whether this relates to something within or outside the overall organisation. There are spaces here to record: Direction: is this something where you are dependant on something else (incoming) or someone is dependent on you (outgoing) or both? Reciprocal owner: the other party involved in this dependency Type: Internal or External, i.e. Whether this relates to something within or outside the overall organisation. Search Filters Status Filters Shows RAIDs at lower levels and by activity 37 d. RAIDs – A more detailed look: Dependencies Back to contents

38 © Execview 2011 Execview Portfolio Management Training Actions are small items of work for one person to carry out in support of managing milestones, tasks or RAIDs. Click the light bulb icon to open a screen showing all existing Actions and then: Click ‘Add Action’ to create a new Action Enter a title and description for the Action Enter a date by when you require the Action to be completed – Execview suggests one week from today Enter the person you want to perform the Action Tick or untick the checkboxes to indicate if you wish them to receive notifications of differing types Click ‘Save’ You can review Actions for individual project components, or use the Action button or Action View to list all the Actions relating to a project or programme:  Filter Actions by type of component  Filter by Owner  Filter by Status (Open, In progress, etc.)  Search on key words in title or description  Include/exclude those of child projects within a programme  Display actions by activity  The list of actions displayed can be exported to Excel and as well as being able to import a list back into Execview Add new action button Component or activity to which this action belongs Search Filters Status Filters Shows actions at lower levels and by activity Action Definition Screen Creating and Managing Actions Back to contents

39 © Execview 2011 Execview Portfolio Management Training Stakeholders

40 © Execview 2011 Execview Portfolio Management Training The Stakeholders button for a given activity is only enabled if its parent’s “Stakeholder groups of child activities” setting is not turned off. This setting is accessed via the Settings button of any parent activity by either a Portfolio manager or the CPO The options are:  Offno stakeholder groups can be set up on child activities  Enforcestakeholder groups on child activities can only be selected from those set up on the parent  Offerstakeholder groups on child activities can be chosen from the parent’s set or added as new group names  Independentstakeholder groups on child activities are only ever added as new group names Thus, if the Stakeholder Groups button is greyed out on an activity, someone with permission to access the parent must set the setting as required Enabling Stakeholder Groups Back to contents

41 © Execview 2011 Execview Portfolio Management Training The screen above will be displayed when accessing the stakeholders via the definition view of the activity. Stakeholder Group - in the example above, the user would have to choose from a list of existing stakeholders set at the parent level as this would have been the setting chosen. Area Of Interest – this is a free text field where the user would enter the area of interest for this group. High Influence – the tick box would be checked if the stakeholder group is of high influence on the project. A ‘smiley’ face symbol would be displayed if the this tick box is checked. High Interest – the tick box would be checked if the stakeholder group is of high interest for this project. A blue icon would be displayed if only the high interest tick box is checked. A key symbol would be displayed if both of the above boxes are ticked. An example of where only the stakeholders set at the parent level, can be chosen This a free text field where the user indicates the area of interest Use these tick boxes to indicate level of influence and/or interest The key symbol indicates this stakeholder group is of high influence and high interest Select this icon to add a stakeholder group Select this icon to edit the stakeholder group Deletes the stakeholder group 41 a. Adding Stakeholders via the Definition View Back to contents

42 © Execview 2011 Execview Portfolio Management Training The list of stakeholder groups can be exported to excel with the use of the icon displayed. The filter options allow for different views of stakeholder groups to be created. The excel export generates a sheet with whatever is displayed in the list. High influence and interest High influence only High interest only Influence and interest not set Search Filters Status Filters Shows Stakeholder groups at lower levels and by activity The blue highlights the last record accessed in the grid view Search by stakeholder type 42 b. Adding Stakeholders - Stakeholder grid view Back to contents

43 © Execview 2011 Execview Portfolio Management Training When adding a stakeholder group the user is presented with the screen on the left. Stakeholder Group Name – the user can enter or choose from a list depending on the settings. Area of Interest – free text field for the user to enter area of interest Communication Plan – free text field for the user to enter a communication plan Influence and Interest – determined by the use of tick boxes Owner – choose the owner for this group Reporting Level – determines what level this stakeholder group is reported at Search Filters Status Filters Search by stakeholder type Shows Stakeholder groups at lower levels and by activity 43 c. Adding Stakeholders - Stakeholder grid view Back to contents

44 © Execview 2011 Execview Portfolio Management Training The People tab allows the user to select key users for this stakeholder group Group Lead – the user should choose a lead for this group using the auto complete drop-down Contact Point – the user should choose a contact point for this group using the auto complete drop-down Users & Group Members – the user can select users for this group using the list in the box. To add a user to the group member box, simply click on the name. This name will then display in the group member box. To remove a user from this box, simply click on the name again. Search Filters Status Filters Search by stakeholder type Shows Stakeholder groups at lower levels and by activity 44 d. Adding Stakeholders - Stakeholder grid view Back to contents

45 © Execview 2011 Execview Portfolio Management Training The latest progress tab allows you to enter details about on-going meetings with stakeholders Latest progress –enter any status commentary Actions required –enter any actions required for the next meeting Date of last interaction – enter the date of the last communication with this stakeholder Date of next interaction – enter the date of the last communication with this stakeholder RAG status –a RAG to indicate how the communication plan is going After the progress is entered it will then appear in the history tab as seen on the left Search Filters Status Filters Search by stakeholder type Shows Stakeholder groups at lower levels and by activity 45 e. Updating Stakeholders - Stakeholder grid view Back to contents

46 © Execview 2011 Execview Portfolio Management Training Finance Information

47 © Execview 2011 Execview Portfolio Management Training E xecview’s finance functionality allows the entry of summarised cost and/or income information for management reporting. The two types of finance can be displayed by choosing either option in a drop-down displayed. Costs or income can be entered against any project or programme. Execview then automatically rolls up the information to higher levels. Even though some projects may appear under multiple programmes, finances are not double counted! Projects can be set up in any required currency. You should then enter data across categories configured for your service (for example Resources, Assets and Other). Data can be created as follows:  A “baseline plan” of how finance will be spent or received over the lifetime of a project can be set up.  Actuals and a separate ‘forecast plan to completion’ are then entered or updated as the project progresses.  A complete view of all finance data can be accessed from a ‘Show Progress’ button on the finance screen. Overall budget Actual spend so far (red solid line) Phased forecast to completion (red dotted line) Baseline plan Example extended finance graph Managing and Recording Finance information Back to contents

48 © Execview 2011 Execview Portfolio Management Training Within any activity (project, programme, etc.) you can manage finances (both cost and income) by selecting either the Finance View through the implementation arrow or clicking the Finances button via the button bar The Finance module provides four tabs for entry of finance data: 1.Overall Budget 2.Baseline Plan 3.Actuals (includes budget variances) and 4.Forecast As data is entered, a graph showing the overall picture of finance builds up You can always choose to list all data entered so far by clicking the “Show Progress” arrow. This lists each record by type and date. The set of records can be exported to Excel. Finance data can be imported by using the ‘Import from Excel’ option in the progress section NB: The currency of the project you’re in is always shown here. The finance type titles shown are examples. Your administrator sets these for your organisation as a whole (see previous slide) A comment can be stored for each and every item of finance data Drop-down to choose between cost and income 48 a. Entering Finance Data Back to contents

49 © Execview 2011 Execview Portfolio Management Training The first thing to enter is an Overall Budget. This is simply the total amount of expenditure signed off for the project, and will be presented as a flat, top line on the cost/income graph. You can enter this overall budget broken down into the number of cost/income types set up for your Execview service. The finance record created is shown at the bottom of the screen. The records displayed will be for either costs or income depending on the type chosen in the drop-down. 1.Select the Overall Budget tab 2.Enter values 3.Enter a comment, if desired 4.Click Update 1.Select the Overall Budget tab 2.Enter values 3.Enter a comment, if desired 4.Click Update 49 b. Entering an Overall Budget Back to contents

50 © Execview 2011 Execview Portfolio Management Training The second thing to do is create a Baseline Plan of how your project is expected to spend money. You do this by entering successive amounts of expected spend for any number of dates (broken down by cost type). As you enter each date and set of amounts a record is added (see the Show Progress section). Dates do not have to be at regular intervals. There can be as many as you like. 1.Select the Baseline Plan tab 2.Enter a date 3.Enter values for the spend just in this period 4.Enter a comment, if desired 5.Click Update 6.Repeat steps 2 to 5 to build up your plan 1.Select the Baseline Plan tab 2.Enter a date 3.Enter values for the spend just in this period 4.Enter a comment, if desired 5.Click Update 6.Repeat steps 2 to 5 to build up your plan 50 c. Entering a Baseline Plan Back to contents

51 © Execview 2011 Execview Portfolio Management Training 51 d. Creating a Forecast Back to contents

52 © Execview 2011 Execview Portfolio Management Training The previous slides covered things to set up at the start of a project. The data you need to enter during the life of a project are actual costs, any changes to the agreed budget and your expected future costs (i.e. your updated forecast). Use the Actuals tab to record actual spend each period and also any budget changes. NB: Amounts you enter are what you have spent since the last data entry, NOT your total spend to date. 1.Select the Actuals tab 2.Enter a date 3.Enter values for the spend just in this period 4.Enter a comment, if desired 5.Enter values for any changes to the overall budget (prefix with a minus sign for a reduction) 6.Click Update 7.Typically, you do this once each reporting period 8.A solid red line indicates Actuals entered so far, with a dotted red line for any Forecast data beyond the date of the latest Actual. 1.Select the Actuals tab 2.Enter a date 3.Enter values for the spend just in this period 4.Enter a comment, if desired 5.Enter values for any changes to the overall budget (prefix with a minus sign for a reduction) 6.Click Update 7.Typically, you do this once each reporting period 8.A solid red line indicates Actuals entered so far, with a dotted red line for any Forecast data beyond the date of the latest Actual. 52 e. Entering Actuals and Budget Variances Back to contents

53 © Execview 2011 Execview Portfolio Management Training To let people know your current expected spend from now until project completion, you have already set up Forecast records. However, as things change, they may need adjustment. Either change existing data by using the Edit button in “Show Progress” for dates already entered, OR Enter new Forecast records for new dates using the Forecast tab Click the Edit icon to edit any existing Forecast data Click the delete icon to delete an individual record NB: Any Forecast records for dates earlier than the latest Actual data are ignored by Execview 53 f. Show Progress / Updating your Forecast Back to contents

54 © Execview 2011 Execview Portfolio Management Training Progress Reporting

55 © Execview 2011 Execview Portfolio Management Training The Progress View automatically picks up latest status data for: Milestones Deliverables and Tasks RAID items Finance info For your report to be up to date when you produce it, you need to have first updated the above items. It is a good idea to use the Progress View to review how a report looks prior to ‘producing’ the report. Producing the report ‘locks’ it and stores a PDF version in your project’s archive. You’ll need to unlock it again if further editing is needed. Look at the format. Try to judge the amount of text to include. Our recommendation is that if you adhere to the overall format, and put status text in the right places, you can summarise most projects in two or three pages Progress Reporting Back to contents

56 © Execview 2011 Execview Portfolio Management Training The progress report system generates a progress report in PDF format for distribution and printing. Steps to create a full progress report: 1. From the left-hand buttons click the Progress Report button. This opens a new window. 2. Select the Create button (to create a new report) or, if greyed-out, the Edit button (to continue making a report previously started). Now complete each tab (Edit, DAIs then Produce) to carry out each step needed – see the next few slides. The ‘Settings’ tab allows you to define:  Report frequency (weekly is the default and strongly recommended)  Day of the week for reporting  Previous period Status & Actions  Various options, including display of costs, a key to symbols and additional commentary fields List of previous reports If the create button is greyed out it means a report already exists in draft. To access it press Edit instead. Progress Report Window Clicking the Progress Report button accesses the set of screens for creating or editing the latest progress report. 56 a. Progress Reporting: Creating a Report Back to contents

57 © Execview 2011 Execview Portfolio Management Training 3. At the top of every progress report there are spaces for you to add comments about your activity. Use the Edit tab to record overall achievements so far and actions required in the future:  Say it as it is – use RAG statuses appropriately to focus attention  Relevance – focus on the areas of performance at risk and the main project roles who can endorse actions  Avoid surprises – progress reports should mostly reflect management actions already discussed. 4.Don’t forget to press Save! A number of options exist to allow you to tailor your progress report. These are accessed via the Settings tab. 57 b. Progress Reporting: Adding Commentaries Back to contents

58 © Execview 2011 Execview Portfolio Management Training 5. Use the DAIs tab to enter each ‘Delivery Assurance Indicator’ (DAI) status and, if desired, some commentary. Each DAI has a RAG status to be selected and commentary text field. The screen also shows these values, for each DAI, for the last report produced. You can copy the previous text into that of the current progress report by pressing the Copy Last Comment button. When finished, press Save at the bottom of the screen. 6. Producing a report is done via the Produce button on the Produce tab. This commits the current information into a final version of the report, which is then stored and accessible in the View Reports tab as part of the project’s archive of progress reports. Previous reported RAG & commentary Current report RAG & commentary Report Produce button If you want to edit a report even after it’s locked, then press the unlock button 58 c. Progress Reporting: Scoring Status using DAIs Back to contents

59 © Execview 2011 Execview Portfolio Management Training Summary and Feedback

60 © Execview 2011 Execview Portfolio Management Training This overview should enable you to produce reports. They will be produced on a regular basis. How frequently will be advised by the CPO. The circulation of the collected reports will cover many of the key stakeholders in the programme so please think about what you write and make it understandable by an audience not embedded in the workstreams. The reports will shape the conversations at review meetings, one-to-ones and project or programme boards. The reports should be straightforward to produce. If you spot errors or have suggestions for improvements please let us know – our aim is to facilitate delivery and to communicate the status of the projects. Q & A 60 Summary and Feedback


Download ppt "© Execview 2011 Execview Portfolio Management Training October 2011 Key functions guide for Portfolio and Project Managers."

Similar presentations


Ads by Google