Project Setup and Execution For PMPlan Enterprise Presented by AlNik Solutions Copyright ©

Workflow for Project Tracking Setup Copy Proposal Plan Modify Project Plan Setup for Tracking Monthly Estimate-To- Complete Process Earned Value Method in another Presentation

Workflow for Project Tracking Setup Copy Proposal Plan Modify Project Plan Setup for Tracking Monthly Estimate-To- Complete Process

Why Copy the Proposal Plan? The objective’s of copying the Proposal Plan are two-fold: 1.The first objective; is to retain and archive the project plan as proposed and contracted! 2.The second objective; is to use the proposed plan as the foundation for the project plan, and to apply more plan details for project execution!

Startup Screen For a new project, leave highlight on this row After making your selection, click ‘OK’ to open. After making your selection, click ‘Copy’ to make a copy

New Copy Project Features Select this option, which will allow you to set the project start date.

Printout Reference Reports Before modifying plan you should printout several reference reports to check your revised plan against proposal.

Workflow for Project Tracking Setup Copy Proposal Plan Modify Project Plan Setup for Tracking Monthly Estimate-To- Complete Process Subtopics –Review WBS Details –Review Schedule –Review Resources –Revise Budget to match Proposal

Project Setup Considerations Adjust the project start date to contract agreement. Expand the WBS to have non-level of effort activities less than 45 days. Verify that all contract deliverables are accounted for. Determine the schedule sequence of all of the non-level of effort activities verify that the deliverables schedule meets contractual requirements. All activities should have a budget and the total budget should match the contract value. Verify the reasonableness of the resource loading (i.e. not overloaded). If required, create your management reserve. Set up your control accounts. Select your tracking method. If using Earned Value Method, assign a EVM type to each activity (Shown in EVM Training Presentation). Enter the project’s Account to allow the project to collect actual costs, labor, and ODCs.

Changing the Project Start Date Change the project start date here. You will be given the option to move all of the schedule or to move only the start with all early starts set to the new start.

Changing WBS View Settings To display, select Tools | Options | WBS Control size of WBS element box. Controls what is displayed in each WBS element box Controls WBS Identifying Style

Deliverables Tab

Schedule Tab The Integrated Project Schedule format of the Schedule Tab reflects the time phasing performance of line items of the WBS. While various types and methods of scheduling and planning techniques may exist, the Integrated Project Schedule, as developed in PMPlan, establishes the baseline time parameters for the Project Organization at the lowest level of each WBS element. The Integrated Project Schedule, in Gantt form, reflects all contractual schedule requirements and can be graphically adjusted reflecting the days of the month, weeks of the month, or months of the year.

Activity Sequencing – Schedule View

Resources Tab – Enterprise Resource Pool Set Fee Percentage here. Set Project Type which will set the burdens rates to be applied to each resource. Check each resource that will be used in project.

Availability of Resources Availability is used for calculating FTEs. Availability is used to indicating allocation levels. If planning to use more than one of a job category, you should set the availability to 100 x number of specific job category to be used on project.

Resource “Usage Tab” – Project Allocation Levels n The scaled color-coding of allocation gives you a quick overview of how well you are utilizing resource in the project. n You can set the desired allocation level of each resource. For example, Mark as been set for 25%, thus he is green for full utilization.

Cost Estimating - Budgets Budgets can be viewed in daily, weekly, monthly, quarterly, annual, or fiscal time periods. The numbers can also be cumulative.

Fine Tuning – Resource Effort Tab Planning for individual labor resource, by activity and schedule. Light grey cells are rollup hours Dark grey cells are periods outside of activity’s time frame. For Resource Loading, you can enter hours in white cells

Fine Tuning – Activity Effort Tab Resource loading can be planned by WBS Activity and Schedule. Click here to display details of ODC Resources Click here to add Resources to Table It is good practice to fill in your Basis Of Estimate that is often required for Cost Plus Projects Clicking here changes the displayed activity

Creating Management Reserve

Workflow for Project Tracking Setup Copy Proposal Plan Modify Project Plan Setup for Tracking Monthly Estimate-To- Complete Process Subtopics –Control Accounts –Management Reserve –Set Baseline –Set Project Job Number –Set for Estimate-To- Complete Tracking

Project Information Required for EVM

Next Slide Adding Activities Insert new sub under an existing activity (Will move links and loading to new activity). Use ‘Subdivide Activity’ feature on selected activity.

Subdividing Proposal Activities This is the proposal activity that will become a summary rollup If checked will link the new activities in order These buttons are used to add or delete activities.

Tracking Setup Tab

Setting Control Account All the “?s” need to be resolved before setting Baseline

Tracking Setup Tab Indicates Control Account Indicates Tasks and Activities below Control Account Indicates Rollup above Control Accounts

Set Baseline

Push the Control Account Data After you have set the baseline, request that a PMPlan Administrator to push the control accounts data to the Solomon Accounting System.

Outputs for communicating with stakeholders PMPlan can provide printouts of all screen views plus several others. To generate printouts that are not screen views, select main menu ‘Reports’, then click desired report. Many reports provide several choices on what information is displayed.

Control Accounts Report

Work Authorization

Workflow for Project Tracking Setup Copy Proposal Plan Modify Project Plan Setup for Tracking Monthly Estimate-To- Complete Process

Review Schedule –Set Actual Start for newly started activities –Set Actual Finish for newly completed activities –All incomplete activities must have planned finish later than new status date Set New Status Date, which will save an EAC Snapshot for last month Review the ETC for each activity, and modify as necessary Enter Percent Complete in Status Tab Generate Reports for Management Review Revise based on Management Review

Review Schedule Started Completed

Incomplete Activities Future Activities Due to be completed in next reporting period. Overdue, by default are revised to finish at end of next reporting period. If ‘Hold EAC’ option is selected, it will be applied after clicking OK.

EAC Hold Option The application will try to maintain the EAC by reducing the ETC by the amount of the previous period’s actual. If the ETC would be negative, the ETC is forced to be a small positive value. It is done at each control account level and resource category (none are allowed to have a negative value).

Review ETC – Total Effort Tab

Review ETC – Labor Effort Tab

Review ETC – Activity Effort

Enter Percent Complete

Invoicing Plan Dialog

Report - Balance Remaining

Report - Manning Forecast

Graphs

Summary Projects To create a summary project, select the summary option in the New Project Dialog box. Create the upper WBS. For each lower element, right-click for Task Information, then select subproject for combo at the bottom of the form. After the Summary WBS is ready, select any Tab to import details of each subproject. Takes about 5 minutes to update a Summary Project containing 70 projects and 167 staff.

Using PMPlan Thank you, any questions?