Using Daptiv PPM.

Using Daptiv PPM

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

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

Important Reminder PHI is NOT allowed in Daptiv

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

Daptiv Navigation and Overview
S E W N Daptiv Navigation and Overview

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: Portfolio 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.

Plan Project Planning

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

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

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 (i.e.: 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!!!!

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 or 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 (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.

Project Execution Execute

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

Agenda 1 2 3 4 5 Execute Edit/Update Task List
Applications Overview (what are they?) Track Issues Manage Documents Other Applications Project Status Updates Update/Edit Task/Schedule 1 Track Issues 2 Manage Project Documents 3 Other Applications 4 Perform Project Status Updates 5

Project Applications Required Applications: Execute
Other applications exist to help you “execute your project” Required Applications: Each project comes with several applications, opened by clicking the tabs on the left: Admin is used to update the project profile Members allows the PM to invite and assign permissions to team members Tasks holds the project schedule, or Work Breakdown Structure (WBS) Documents is the native Daptiv Document repository. Works similar to SharePoint for document version control. Issues is the native Daptiv issues log

Issues Execute Native Daptiv application for recording issues
Topic = title for the issue % = Percent complete Status: Not Started (blue), In Progress (green), Completed (grey), Overdue (red) Deadline: Due date for issue resolution Custom fields added: Resolution and Resolution Date Other features of Issues High priority issues populate your status report Responses allow team members to make comments while working the issue

Issues Execute Click the Add button to add an issue.
Required Fields: Topic, Start Date, Deadline, % Complete

Issues Assign Issue to Team Member: Execute
Browse the Member Directory to assign one or more people to an issue.* *Must be a member of the project

Issues Updating Issues: Execute
Highlight an issue and right click to see the menu list Select “Update Issue”

Issues View Update History: Execute
Highlight an issue and right click to see the menu list Select “Edit Issue” Select “Update History”

1 2 3 Issues Creating Folders: Execute Highlight the issues Folder
Select “Create” Name your new folder 1 2 3

Documents Using the QUICK ADD function: Other features of documents:
Execute Documents Using the QUICK ADD function: In the Quick Add section, browse to the document on your computer Click Upload Other features of documents: Version control stores prior versions of each document Documents can be electronically approved All actions (uploads, downloads, approvals, check in/out) are kept in the history log

Documents To download a document: Execute Select the folder.
Click on the action arrow next to the document. Select Download. You may either open the document or save it to your hard drive.

Documents To upload a new version: Execute
Save your updated document to your hard drive. Select the action button next to the document in Daptiv. Select Upload New Version. Browse to the saved document. Select any members you wish to notify. Click Save. Note: The old version is still available in the Version History section.

1 2 3 Documents Creating Folders: Execute
Highlight the Documents Folder Select “Create” Name your new folder Select “OK” 1 2 3

Documents Documents Actions Menu: Execute Document Details Window
Action Name Description Download Download the document to edit Upload New Version Replaces a document, even if you changed the document name or type, and changes the Version number Check Out Document Communicates that someone has checked it out, but does NOT prevent downloading/editing by someone else. That requires a lock Post Comment Post a comment about a document in the comments log Edit Comment Edit a comment in the comments log Link to New Item Allows you to link to a NEW Daptiv item including: Tasks, Risks, Issues, etc. You will prompted to add the new item. Link to Existing Item Allows you to link to an existing Daptiv item including: Tasks, Risks, Issues, etc. Delete Document Moves a document to the Daptiv Recycle Bin, where it will remain for 60 days, unless you restore or permanently delete. Set Automatic Notifications Sends you a notification when the document has been edited, version changed, or deleted. Send Notification Sends a custom notification to Project Team Members of your choice.

Other Applications Execute Application Name Description Action Items
Track actions not defined in a Project Plan Audit Checklist Used by the PMO to monitor documentation compliance in support of standard work (PMO Projects only) Communications Plan – Internal Used to identify the types of communication that will be used by the team and who is responsible for managing each. Communications may include meetings, status reports, newsletters or other methods Communications Plan – External Used to plan communications outside of the project team Expenses Track planned and actual expenses for projects and programs Key Performance Indicators Used to document and track measures that will determine the success of the project in meeting organizational goals and objectives. These indicators are business driven, unlike the project driven measures around scope, schedule and budget PMO Lessons Learned Used during the closing phase to record the successes, challenges and improvements discovered during the life of the project. These can be used for future projects. Project Change Management Used for tracking and approving changes to project scope, schedule, or budget Team Matrix Used to identify all of the members of a project team and their roles on the team.

Adding Other Applications
Execute Adding Other Applications To Add an Application: Select “Admin” from the left tool bar Then Select “Manage Applications” The screen will display the current applications associated with your project Use the “Add” button to add an application To Delete an application, highlight the application and right click, then select delete. Action Items Track actions not defined in a Project Plan

Update Project Status Execute Status Updates are Required Weekly

Update Project Status Execute Left side of pop-up window: Work, Schedule and Custom(Expense) fields are updated if you maintain associated fields in Daptiv. Right side of pop-up window: State, Note, Notification to, Status fields are your subjective assessments of the project. Derived Fields – Automatically Updated based on task list and/or expense app.

Update Project Status Subjective Fields (weekly update):
Execute Subjective Fields (weekly update): State: On Hold, In Progress, etc. Update Note: Free Text Notification to: Send your status update by (optional) Health Fields: Subjective measures of your project’s health. Red = Cannot Meet Target Yellow = Needs Attention Green = On Plan Left side of pop-up window: Work, Schedule and Custom(Expense) fields are updated if you maintain associated fields in Daptiv. Right side of pop-up window: State, Note, Notification to, Status fields are your subjective assessments of the project.

Update Project Status Execute Field Name Description Budget Health
This is a subjective measurement of the overall health of your project’s budget (ability to stay on budget) at this point in time. If your project has not started yet or does not have a budget, leave this field blank. Overall Health This is a subjective measurement of the overall health of your project at this point in time. If your project has not started yet, leave this field blank. Phase If your project has already started, identify the phase that it is currently in. Options for this field are included as a drop-down that includes: Quality Health This is a subjective measurement of your project’s quality (or ability to meet the project requirements) at this point in time. If your project has not started yet, leave this field blank. Schedule % Complete Derived - Calculated from tasks in the schedule using the formula for calculating summary task % complete. For details, see Percent Complete Calculations. Schedule Finish Derived Planned Finish of last scheduled task - If there are no tasks in the schedule, this field is blank. If the schedule has tasks, Scheduled Finish is the end date of the last task. Note: If all tasks are removed, Scheduled Finish will revert to blank. A status update will be required, however, for this change to be reflected in reports. Schedule Health This is a subjective measurement of the health of your project’s schedule (ability meet its timelines) at this point in time. If your project has not started yet, leave this field blank. Schedule Start Derived Planned Start of first scheduled task. If there are no tasks in the schedule, this field is blank. If the schedule has tasks, Scheduled Start is the end date of the last task. Note: If all tasks are removed, Scheduled Start will revert to blank. A status update will be required, however, for this change to be reflected in reports. Scheduled Duration Derived The number of working days between Schedule Start and Schedule Finish Scope Health This is a subjective measurement of the health of your project’s scope (ability to stay within the boundaries of the scope) at this point in time. If your project has not started yet, leave this field blank. State Automatically generated initially, then manually updated during status update. See Workspace State and Approval Status Overview for more information. Total Scheduled Work Derived sum of planned work for all tasks in schedule Update Notes Manually added during a status update. In some cases may be automatically generated by system during status update. Total Actual Expense Derived - Displays IF the expense app is being used and is a sum of all of the actual expenses. Total Budget Variance Derived - Displays IF the expense app is being used and is a sum of all of the budget variances Total Planned Expenses Derived - Displays IF the expense app is being used and is a sum of all of the planned expenses

New Projects Setting up new projects in Daptiv
Execute New Projects Setting up new projects in Daptiv The PMO will do this for you Contact us or download the form from the PMO website Should not take more than 5 minutes to complete Electronic version has Drop Down Lists and Free Text fields If you leave it blank, we’ll contact you Send the form to:

Project Monitoring & Project Close-Out

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

Agenda 1 2 3 4 5 Monitor Close Find Reports
Run Project Status Reporting Run Portfolio Status Reporting Executive Tab Project Close-Out Find Reports 1 Run Project Status Report 2 Run Portfolio Status Report 3 Executive View 4 Perform Project Close Out 5

Report Navigation Reports: Monitor
Select the “Reports” Tab on the Blue Navigation Bar: Select the “UVA Health System Reports” Folder

Project Status Reports
Monitor Project Status Reports Recommended use of these reports: Used by project managers/leads or functional managers who are managing a project Use in your regularly scheduled team meetings. Can be high level or detailed Review project status Review tasks/milestones Review issues Share with the project owner/stakeholder or your supervisor Communicate project status Discuss High Priority Issues that might impede project success (aka, ask for help) Can be scheduled to be ed at a scheduled time to the individuals you choose!

Project Status Report Monitor Choose a Project Status Report:
All Tasks AND All Issues (longest) All Tasks AND High Priority Issues Overdue Tasks and High Priority Issues (shortest) Project Tasks Gantt Chart (easy to export) Project Tasks List (easy to export)

Project Status Report Choose a project report to view: Monitor
Use keyword search “Insert” the project or projects that you would like to view Select “Run Report”

Project Status Report Monitor Recommend viewing status reports as PDFs
Displays most recent “Status Update Note” entered during status update process Displays all Milestones Scroll Down on Page to See Tasks

Portfolio Status Reports
Monitor Portfolio Status Reports Recommended use of these reports: Used by directors/administrators responsible for multiple projects Use to monitor the status of ALL of your projects High Level overview of each project Identify projects that might need your help Identify projects that need to be updated Share with the project owner/stakeholder or your supervisor Communicate status of all projects Discuss High Priority Issues that might impede project success (aka, ask for help) Supplement with the Project Status report if you need more detail

Portfolio Status Report
Monitor Portfolio Status Report Choose a Portfolio Status Report: Pie Chart View – displays statistics about the portfolio’s completion rate By Service Line By Admin Area Timeline View – displays a Gantt chart of all projects in the selected portfolio

Portfolio Status Report (Pie Chart View)
Monitor Portfolio Status Report (Pie Chart View) 2-Page Report Summary on top, followed by details

Portfolio Status Report (Timeline View)
Monitor Portfolio Status Report (Timeline View)

Archive Documents When you are ready to Close A Project: Close
Archive Documents – We recommend downloading all project documents and storing in a long term location such as the O:Drive Archive Project - Send to to archive the project in Daptiv. This will remove the project from your view, but it can be recalled in the future if you need to use it. Archived Projects do NOT appear on most reports, so, archiving will likely occur at the end of the FY.

Export Task List (or Save as a Template)
Close Export Task List (or Save as a Template) To Export Your Task List to an Excel Spreadsheet: To create a template that you can use for future projects: Open the project that you want to save as a template Click on the “gear” in the top right hand corner of the screen. Select “Generate Template” Follow the template wizard

Training Summary S E W N 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 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 Update/Edit Task/Schedule 1 Track Issues 2 Manage Project Documents 3 Other Applications 4 Perform Project Status Updates 5 Find Reports 1 Run Project Status Report 2 Run Portfolio Status Report 3 Executive View 4 Perform Project Close Out 5

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