Using Daptiv PPM Training Materials for May 2017.

Using Daptiv PPM Training Materials for May 2017

Program Overview (Session 1)

Training Plan April 20th – Overview at Manager’s Meeting
May 8 – Jun 16 Training by department – 3 Sessions each Session 1 – Navigation of Tool Bar, Adding Team Members, Setting up Task List Session 2 – Using Tools (issues log, action items, document repository) Session 3 – Running Reports, Portfolio views Jun 23 – Drop in Session for anyone who needs it Jun 19 – Sep 30 Vendor provided webinar- 4 x 1hr Sessions to be completed by September 30th

Sample Training Timeline

Training Process Classroom Instructor will navigate through Daptiv
You follow along on your handout, make notes Homework Between Sessions, You log on to Daptiv and practice Bring questions to next session Skills Refinement Attend Vendor-Led Webinars to gain more skills and ask questions Optional Items Some information is listed as “optional” You are not required to use this functionality

Why Daptiv, Why Now? Changepoint Daptiv is a leading PPM (Project and Portfolio Management) provider, consistently scoring in the top quadrant of Gartner’s Magic Quadrant Report Scores High on Ability to Execute Scores High on Completeness of Vision Positions us (HIT) to be an organizational leader Positions us (HIT) to be an industry leader

What is Daptiv? Web-based software application Project Management
Replaces Microsoft Project Can import .mpp files Portfolio Management Replaces our homegrown project tracking tool Allows for visibility across the enterprise Other Functionality not immediately in use: Intake (demand management) Resource management (capacity planning) Timesheets Expense Tracking

Portfolio Mgmt and Project Reviews
Demand Portfolio Mgmt 2 Portfolio Mgmt and Project Reviews 1 Approval/Funding Project Mgmt Project Request Plan Execute Monitor Close 3 Capacity Planning Resource Management

Policy Required Use – As of July 1st – All approved “workplan” projects must be tracked in Daptiv Required Tasks - All projects at a minimum: Must use task/schedule. Minimum requirement to enter 4 milestones. EXAMPLE: Project Kick-Off Testing Complete Training Complete Go-Live Use the Issues Log Enter Weekly Status Updates Use Project Status report to communicate progress New Projects - New Projects must be approved by leadership team before being entered. PMO will enter all new Projects

Attend Training Manage your Project Report Project Status

Help Lines: Phone A Friend– Call your PM Liaison
Send a message - Add/remove users Add a new project Archive projects Request a new report Project Manager Departments Paul Amrhein HSTS Josh Baumann Business Systems Colin Bonner HIS/Heart Leann Burns SOM/UPG Matt Hartung Analytics Mark Jackson Epic (Clinical) Michelle O’Hearn Radiology Steven Prevost Telemedicine/Laboratory Leann Burns (Interim) Clinical Engineering TBD Pharmacy/OR Epic (Rev Cycle)

Best Practices Customize your Dashboard – limit your view to the things you will use. You can always add items later Stop Using Paper – the application is web based, so you can access it from almost anywhere. Recommend using the application during project meetings and record issues/tasks/action items directly into the application. Automate your reports – schedule your status reports to run automatically and directly to your manager/customers on a regular basis. Be a member of your teams’ projects – if you are the manager of several areas, the best way to have visibility of all of your teams’ projects is to make yourself a member of every project. This will ensure that you have visibility of every project.

Daptiv Navigation and Overview (Session 1)

Agenda S E W N 1 2 3 4 5 System Overview Global Application Tabs
Personal Settings Configure your Dashboard Accessing Help & Documentation System Overview 1 Global Application Tabs 2 Personal Settings 3 Configure your dashboard 4 Accessing Help and Documentation 5

Daptiv Login: https://login.daptiv.com/
S E W N System Overview Daptiv Login:

Global Application Display Area (Displays Active Application)
W N System Overview Global Application Tabs & Context Menus Global Application Display Area (Displays Active Application) User Menu, Help, & Search

Global Application Tabs
E W N Global Application Tabs Global application tabs are the primary way to navigate in PPM Each tab opens an application or, in the case of the More tab, gives you access to tabs that are not visible. The application tabs you see are determined in part by your PPM User Role and permissions, as well as by your personal configuration choices.

E W N Global Application Tabs Keeping it simple … only four Global Applications to begin Dashboard tab – Usually your default entry screen is set to your Dashboard. The Dashboard contains your information including your tasks, your notifications, your unread items, etc. Executive tab – Depending on permissions, the executive tab allows you to view, and potentially edit all workspaces/projects. Projects tab – The project tab provides a view of all projects you are a part of or you have been given access to. You can create views or views can be provided by roles by your administrator. You can view your projects by selecting your columns, grouping, and filtering. You can also view your projects in a hierarchy view. Reports tab – Enables you to create or print reports. Two types of reports can be created - canned reports and custom reports.

E W N Global Application Tabs Key Principals: Executive Tab: Users can see all projects, regardless of the user’s membership in projects, but can only see the profile/status information for each project. (Broad and Shallow) Projects Tab: Users can only see projects to which they belong, regardless of the Daptiv User Profile. This includes administrators! Project membership allows you to see all project information. (Narrow and Deep)

Customizing your Dashboard
E W N Customizing your Dashboard

E W N Customizing your Dashboard Step 1: Click on Create New Dashboard located beneath the Dashboard tab

E W N Customizing your Dashboard Step 2: Drag and drop available components into the layout pane. Step 3: Name your dashboard. Check the ‘Set as Default’ box if you want this to be the dashboard to display when you click on the Dashboard tab Click and drag …

Personal Settings S E W N Personalize Daptiv to your needs
Click on the User Icon Customize Tabs - Change the application tabs to hide or display when you login Edit User Settings - Change user contact information (address, phone, …) Change Password Download Utilities (Ignore – HIT security does not allow) Notification Settings – Change how and when you receive notifications Sign Out – Log out of Daptiv PPM

Accessing Help, Training, and Documentation
W N Accessing Help, Training, and Documentation Help System Daptiv Training Materials Daptiv Community Web self-service support options Click on the Question Mark Icon Click the View Training link for on-line streaming training and user documentation geared to every type of user.

Project Planning (Session 1)

Portfolio Mgmt and Project Reviews
Plan Process Map Portfolio Mgmt and Project Reviews Approval/Funding Plan Execute Monitor Close

Agenda – Project Planning
Process Map Updating Project Profile Adding Team Members Work Breakdown Structure Task/Schedule Gantt chart Update Project Profile 1 Add Team Members 2 Work Breakdown Structure 3 Develop Task/Schedule 4 Gantt Chart 5

Update Project Profile
Plan Update Project Profile Update Project Profile: Keep these dates updated! This drives leadership reports! Manager who updates the project in Daptiv Manager who owns the project. May or may not be the same person who updates the project in Daptiv

Plan Update Project Profile Field Name Native or Custom Description Actual Start This should be the date that work actually gets started. If your project has not yet started, leave this space blank Balanced Scorecard Quadrant Custom Business Objectives Describe the business objectives that will be met by completing the work that you have identified. EXAMPLE: To provide enterprise-wide visibility of project work that has been prioritized and approved by leadership. Capital Budget Enter the total capital budget for the project EXAMPLE: $150,000 Capital Sequence Number Enter the Capital Sequence number associated with the capital budget. EXAMPLE: INFO Native Provide a description of the work to be performed. If the work will span multiple years, identify the specific work that will be completed in FY18. EXAMPLE: This is a multi-year project to implement a Project and Portfolio Management (PPM) Tool across the enterprise. FY18 work will include: Entry of workplans for all service lines Training of service line leadership in basic project management and use of the Daptiv Tool Reporting on workplan completion across the enterprise Document Location Enter any alternate location where you store documents related to this project/work. This will help others to locate needed documentation in the future. EXAMPLE: O:\PMO\Active Projects\Daptiv Fiscal Year of Expected Completion This field represents the fiscal year when you anticipate that the project will be COMPLETED. This will drive annual performance reports (ie: did we complete 80% of the projects that we said we would complete in the fiscal year). This helps to keep the department from being penalized for multi-year projects that are not intended to be complete. Health System Goal Choose from pick list Impacted Area #1 - #7 Identify all service areas that might be impacted by the project.

Plan Update Project Profile Field Name Native or Custom Description Manager Native This is the person who will be responsible for making updates in the PPM system. If your project has a Project Manager assigned to it, the Project Manager’s name would likely be entered. Name The title of the project. Recommend using a descriptor that will be easily recognizable to the lay person. In order to make projects easily searchable in the system, we are recommending a standard naming convention: service line (fiscal year)-project name EXAMPLE: HIT(FY18) – Changepoint Daptiv Implementation Phase 1 Parent Identifies the “parent” project or program Planned Finish This should be the planned finish date for the work that was outlined in the project description. This is a fixed date. It is NOT driven off of the task list. Planned Start This should be the start date of any work associated with the project. This is a fixed date. It is NOT driven off of the task list. Primary Admin Area Custom Identifies the Administrative Areas within a Service Line. These are based on Cost Centers and can be listed individually or grouped, depending on the Service Line preference. Primary Service Line Identifies the Service Line that has the authority and responsibility for the project Primary Service Line Administrator This should be the name of the Administrator of the area identified in #16. If the area does not have an Administrator, enter the name of the leader in charge of the area. Please enter first name followed by the last name: EXAMPLE: Don DeMarco Primary Service Line Chief The Chief that is responsible for the Primary Service Line associated with this project. Primary Service Line Goal Each Service Line can have its own set of goals, separate from the medical center or health system. Primary Service Line Manager This should be the name of the Manager who will be the business owner of the project. This may or may not be the same person that was identified as the manager of the project (See Field Name: Manager). This may also be the same person identified as the Primary Service Line Administrator. Project Type This field is used to determine if a project is “reportable” as part of the approved annual workplan. Departments may use Daptiv to track “Non Work Plan” projects as well, but these will not be included in workplan reporting.

Plan Add Team Members Add Team Members:

Plan Add Team Members ALWAYS: Include your service line Administrator and Chief. This will add the project to his/her homepage. If you can’t find the person you are looking for, request user access by ing Search for multiple people at once by separating names with a comma Example: Burns, Hartung, Prevost External User: NOT a licensed user, however, you can assign them to your team. This allows you to assign tasks.

Add Team Members Plan Choosing Roles:
Choose the “Role” that you want the user to have in your workspace. Timesheet only – Not used at this time Guest – Recommended for Vendors (read only) Member Manager – Recommended for all others

Add Team Members Plan WORKSPACE ROLES Workspace Permissions Guest
Manager Member Timesheet Only Calendar Create, Edit and Delete All Appointments x Create, Edit and Delete Own Appointments View Only, Respond to Assigned Appointments View Nonworking Time for all Workspace Members Workspace Dashboard and Home View Workspace Details View Unread Items View Task Status View Workspace Milestones View Assignments View Last Status Update View Child Workspaces Documents Create, Edit and Delete All Documents Create, Edit and Delete Own Documents View Only, Respond to Assigned Documents Manage Document Folders Discussions Create, Edit and Delete All Discussions Create, Edit and Delete Own Discussions View Only, Respond to Assigned Discussions Manage Discussion Categories Issues Create, Edit and Delete All Issues Create, Edit and Delete Own Issues View Only, Respond to Assigned Issues Manage Issue Categories

Add Team Members Plan WORKSPACE ROLES Workspace Permissions Guest
Manager Member Timesheet Only News Create, Edit and Delete All News x Create, Edit and Delete Own News View Only, Respond to Assigned News Polls Create, Edit and Delete All Polls Create, Edit and Delete Own Polls View Only, Respond to Assigned Polls Tasks Can View Tasks Can Update All Tasks Can Edit Assigned Tasks Full Access Workspace Customize Workspace Dashboard View Status Edit Status Can Administer Settings Create Child Workspace Cannot Be Restricted from Viewing Items Create/Edit Dynamic Application Approval Policies Manage Workspace Members View Timesheets View Billing Rates Can Approve Timesheet Work Entries View Workspace Directory Can Manage Workspace Resources Can Edit Past Resource Data Can Request Individual Resources View Roll-up Gantt Chart Import Tasks from Microsoft Project Can Delete Workspace

Not Performed in Daptiv!!!!
Plan Work Breakdown Structure *Work Breakdown Structure: NOT created in Daptiv! The primary tool used by project management A hierarchical decomposition of the work to be executed by the team. A way of describing the work so that the team knows exactly what work is needed in order to meet the goals of the project. It helps to provide clarity of the scope of the project and “breaks down” the scope into whole work units. Not Performed in Daptiv!!!!

Not Performed in Daptiv!!!!
Plan Work Breakdown Structure Not Performed in Daptiv!!!!

Task/Schedule List Plan Viewing the Task List
Note how the project Outline mirrors the WBS. The first time you use Daptiv, you may have to select the “task list” view. Afterwards, the system will default to your last view.

Task/Schedule List Plan Rearranging Columns on the Task List:
Arranging: Click and drag Show/Hide: Right click

Task/Schedule List Adding a Task from List View: Plan
Click the Add Button to add a task. Required: Task Name Planned Start Planned Finish Priority Task Type Deliverable Recommended: Planned Work Hours % Complete

Task/Schedule List Plan Task Fields:
Task Name — A brief title or summary of the task. Task Description — Further details about the task that the assignee may need to complete their task. Planned Start — The date you expect the task to be started on. Planned Finish — The date you expect the task to be completed on. This date will auto-populate based on the duration if no finish date is supplied. Duration — The amount of time, in whole days, you expect this task to take. The duration will auto-populate based on the difference, in days, between the Planned Start and Planned Finish (if provided). Planned Work — The amount of time, in hours, you expect it will take a resource(s) to complete the task. If you have input a billing rate per hour for your users, Daptiv PPM will calculate planned cost of work (and actual cost once actual work is entered against the task) in other applications or reports. Percent Complete — A field that team members can update to indicate how far along they are in completing the task. Valid values are from 0 to 100. Priority — The level of importance you are giving to this task. An indicator shows up in the list view with a Red arrow pointing up for high priority tasks, and a Blue arrow pointing down for low priority tasks. Priority is a great way to filter and find certain tasks that are not milestones or deliverables, but for which you need visibility. Task Properties: Milestone — A milestone is a zero day duration task and is denoted by an icon in some views. Milestones can be defined as important events in a project plan. Task Properties: Deliverable — A product, service, document or other item that is created as a result of completing the task.

Task/Schedule List (Milestones) Plan Making a Task a Milestone
Set the duration to 0.00, which will automatically turn the task into a milestone

Identify Task Owners (Assignees) Assigning Tasks in list view:
Plan Identify Task Owners (Assignees) Assigning Tasks in list view: Right click of Double click the task to edit it. Click the down arrow to the right of “Add Assignee” and select the team member to assign the task. Click “Save Assignee” *The resource must be a member of the team Remember to “Save Assignee”

Task/Schedule List (optional) Plan Add a Task from the Details Page:
From the Projects Tab, click on the name of the project. In the left-hand drop downs on the Project Home Page select Tasks. Select Create New Task to display the Task Details Form* The only place to enter cross project dependencies!

Task/Schedule List (optional) Plan
Add Advanced Information (Optional) : Task Type — There are three options for type: Fixed Units, Fixed Duration, and Fixed Work*. Effort Driven — Affects how task data is calculated when you add or remove users*. Insert after Task# — By default a new task is added at the end of the list. If you want to put it earlier in the list, select the task number after which the new task should be inserted. Constraint Type – Select from: None, Must Start On, Must Finish On, As Soon as Possible. Constraint Date – Select the date of the constraint. Add Predecessors in the Select Predecessors portion of the Create New Task wizard. To add a dependency, highlight the predecessor task in the box on the left, set the Dependency Type from the pick list (including lag or lead if there is any) and click the Add button. You can add as many dependencies as you like. * Refer to the Daptiv PPM Project Manager Manual for additional information about these fields.

(optional - dependencies)
Task/Schedule List (optional - dependencies) Plan Cross-Project Dependencies: You can create Cross-Project Predecessors/Dependencies (CPD) in the Task Details page. This allows you to “connect” two separate projects together by stating that a task or tasks in Project “A” is dependent on a task or tasks from Project “B”. The Cross-Project Predecessor will show up in the Gantt with the dependency types you’ve selected. Step 1: To create a CPD, select Edit Task from any task view (list, outline, Gantt). Step 2: In the Task Detail window that appears, scroll down and check the box “Add Cross-Project Predecessors”. You may add a task predecessor from another project as shown.

(Optional - Milestones)
Plan Task/Schedule List (Optional - Milestones) Making a Task a Milestone (from task detail page) Select Tasks/Actions/Create New Task Fill in Task Name and Planned Start required fields Select the box next to “Milestone”

Task/Schedule List (Edit/Update Task) Edit/Update Tasks: Plan
Right-click to display task-related actions

Task/Schedule List (Edit/Update Task)
Plan Task/Schedule List (Edit/Update Task) Edit a task = Change basic descriptive information about an item. Update a task = Provide current information about an item.

Task/Schedule List (Edit/Update Task)
Plan Task/Schedule List (Edit/Update Task) You can also update several tasks at once: From the Task List highlight the items you want to update and select the ‘Selection’ menu at the top of the list From the Tasks Tab check the box to the left of the tasks and select ‘Checked Item Actions’ at the top of the list

Gantt Chart View (optional)
Plan Gantt Chart View (optional) Gantt Chart: A Gantt chart provides a graphical illustration of a schedule that helps to plan, coordinate, and track specific tasks in a project. From the Task List, Select Gantt Chart

Gantt Chart View (optional)
Plan Gantt Chart View (optional) The Gantt chart provides a graphical overview of tasks in the current Project. You can use the Gantt chart to add, edit and delete tasks, set up task dependencies, summary tasks, and milestones, and to assign team members to specific tasks. You will need to “Check out Schedule” to make edits.

Next Steps: 1 2 3 4 5 1 2 3 4 5 1 2 3 4 5 Plan Overview and Navigation
Log On/Change Password 1 Get familiar with the Global Application Tabs 2 Set Up Personal Settings 3 Configure your dashboard 4 Get Familiar with Help Tools 5 Project Planning Update Project Profile(s) 1 Add Team Members 2 Think about your Work Breakdown Structure 3 Develop Task/Schedule List 4 Get Familiar with the Gantt Chart View 5 High Level – you can fill in details later Attend Next Training Session Update/Edit Task/Schedule 1 Track Issues 2 Manage Project Documents 3 Other Applications (Optional) 4 Perform Project Status Updates 5

Help Lines: Plan Phone A Friend– Call your PM Liaison
Send a message - Add/remove users Add a new project Archive projects Request a new report Project Manager Departments Paul Amrhein HSTS Josh Baumann Business Systems Colin Bonner HIS/Heart Leann Burns SOM/UPG Matt Hartung Analytics Mark Jackson Epic (Clinical) Michelle O’Hearn Radiology Steven Prevost Telemedicine/Laboratory Leann Burns (Interim) Clinical Engineering TBD Pharmacy/OR Epic (Rev Cycle)

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Using Daptiv PPM Training Materials for May 2017.

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