Project & Portfolio Management Software

Definitions and processes Navigation and overview How to create and edit a project: – General details – Resources – Expense Types – Time Types How to create/edit – The plan (the list of tasks and the timeline) – The issues Reports My Work: the timecard Best Practices

What is a Project? A project is a temporary endeavor undertaken to create a unique product, service or result. – PMBOK Guide What is Project Management? Project management is the planning, scheduling and controlling of project objectives. – Fundamentals of Project Management What is Portfolio Management? Portfolio management is the selection and management of an organization’s projects. What is Resource Management? Resource Management is the process of using an organization’s resources efficiently. PMO’s web site: IT Projects > Project Management

CIO Strategic Plan IT Services Unit PortfolioProject PortfolioProject Sub-Project / Phase Portfolio Sub-Project/ Phase

IT Steering Committee CIO Enterprise Architecture Portfolio Manager

– Directors/Portfolio Managers: Evaluate and approve projects requests Run reports – Project Managers: Create projects and plans – Team members: Enter hours worked and issues

Login: McGill username and McGill password Browsers: most browsers (IE 8 and up) Two interfaces: – The main application: TDNext – The TDClient interface: a read only client portal for users outside IT units ( no licenses used)

Navigation and Overview

URL (test instance) :

Click a blue link to view and/or update the information Desktop: shortcuts to apps Change Desktop Customize the Desktop Create a New Desktop

Click and drag modules to reorder, remove or change column Click and drag a module to Column 1 or Column 2 Available modules

List of Applications depends on your security role Click the Application name to open it Click the Applications menu to view the list of applications avaiable

Tab for each app Edit the Projects Application desktop

Types of project: Evolution: e.g. a new function for an existing application Support: ongoing operations (for units that have staff who work on major projects and “keep the lights on” activities) For project requests: Need: project first entered in PPM Opportunity: project requests requiring approval Project: Major project with a beginning and an end E.g. implementation of a new application

Resources Managed by project: Resources managed at the project level If there is no plan May be used to book resources time Managed by plan: Resources managed at the plan level Hours entered in the plan will overwrite the number of hours at the project level Project Plan

Click New to create a new project

Add Resources Add Time Accounts Add Expenses types Red asterisk means it is a required field Fill in the General section Click Save when changing window

Click the arrow to get help Click the magnifier icon to search

Information needed for the General section of the project: Project Name Sponsor Acct/Dept (the client account) Type ( e.g. Evolution) A Start and End Date Template: select a plan template (optional) Type of Time and Expense Approval Choose the Resource Management type (by project or by plan) Options

Information needed for the General section of the project: Contact Name: the client name Needs Statement and Needs Statement Review: Filled in by the project request. If the project was not a project request in PPM, enter anything you want in the required fields (red asterisks) e.g. “refer to the Business case”. Lead IT Unit ( the project manager’s unit)

Click the project name to edit the details Click to change the status

Deactivate Project: removes the project from the project list Close Project: closes the project if it is completed or cancelled Deactivate Project: removes the project from the project list Close Project: closes the project if it is completed or cancelled Click a link to edit the information

Search for Inactive projects The Inactive projects are: project requests approved (need to be activated) projects that are not active The Inactive projects are: project requests approved (need to be activated) projects that are not active

Add more resources to your project: 1.Click Administration 2.Click the project name 3.Click Resources 4.Click Add Resource 5.Search for resources and add them 6.Click Save 7.Close the window

List of projects that you are involved in: As a project manager or As a team member List of projects that you are involved in: As a project manager or As a team member

Click Plans to create or modify a plan Click the project name

Existing plans New plan Click Check Out to be able to edit a plan The plan(s) open in a new window Click the plan name to open a plan

To add a new task, click on an empty line in the Title column and enter the title

Insert/move/delete/indent/outdent tasks Click the arrow of a parent task to see its children

To edit the task details, click a task and click in any of the columns To edit the task details, click a task and click in any of the columns

Right click on a task to see a menu Enter the % completion of the task or the remaining hours Change any details of the task

Click the task name and click in the Resources column. Check off the resources. Drag and drop resources to the task Resources column Resources cannot be added to parent tasks.

Click Assign Set up the % of a task assigned to a person

Enter the line number of a task in the Predecessors column of another task In this example: Process mapping must be completed before Determine KPI starts

1.Right click on a task and click Task Details. 2.Click the Relationships tab. 1.Right click on a task and click Task Details. 2.Click the Relationships tab. Click Add to add a new relationship Select a type of relationship

Show critical path

Plan Details Shift/Copy/Delete a plan

To keep track of the original start and end date. The Var column shows the differences

Click Issues to search for an issue Enter a New Issue

Click the Issue Title to edit an Issue Click Actions to display a menu

Apps > My Work In My Assignments, add tasks to your time card

In My Time Card, enter your hours Click the + sign

Edit or delete hours Click to edit or delete Be careful before submitting

Enter your time off Click Time Off

To remove tasks from My Time Card Click My Work Click Remove

The Projects Reports

Select a report Click Reports

Enter your criteria Click Run Report

Best Practices and Support

Update the % complete of the project The % complete of a task is the % of that whole task even if two people were assigned to the task. Update the project status Do not add too many tasks to a plan. Create phases by creating plans instead. – It is easier to manage – People in the team may change if a phase is too long – Good motivation for the team members when they complete a phase

You will receive an confirming that you are added to the prod database and giving you the web links Documentation in the IT Knowledge Base: article # ‘Project and Portfolio Management ’

Andrew Lutzuk Service Desk  

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