project server 2007 functional specification

EPM Pilot Project

Functional Specification - EPM Core

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Document Details

Modification HistoryVersion Date Name Comment1.0 08/09/2008 Kevin Edwards Final version.

Definitions / AcronymsAcronym Definition

EPM Enterprise Project Management

MSF Microsoft Solution Framework

WSS Windows SharePoint Services

PM Project Manager

IS Information Services

IP Projects Department(Department within Information Services)

MSP Project Professional 2007

MSPS Project Server 2007

PWA Project Web Access (web interface for Project Server 2007)

EPM Solution Microsoft Office Enterprise Project Management Solution comprising off Project Professional 2007 and Project Server 2007 (including Project Web Access)

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Table of ContentsDocument Details.....................................................................................................................................2

Modification History.....................................................................................................................................2

Definitions / Acronyms.................................................................................................................................2

Sign off..........................................................................................................................................................2

Table of Contents.............................................................................................................................................4

Document Purpose...........................................................................................................................................7

User Roles.........................................................................................................................................................8

Project Workflow..............................................................................................................................................9

Project Definition and Initiation...................................................................................................................9

Detailed Steps for Project Definition and Initiation....................................................................................11

Create a project......................................................................................................................................11

Enter Project Information.......................................................................................................................15

Save and publish the project..................................................................................................................16

Access Risks, Issues and Documents.......................................................................................................17

Work with Issues and Risks.....................................................................................................................18

Work with Documents............................................................................................................................19

Optional: Setting up a master project.....................................................................................................21

Project Planning..........................................................................................................................................23

Detailed Steps for Project Planning............................................................................................................25

View resource usage...............................................................................................................................25

Enter tasks and assign work resources...................................................................................................27

Enter budget values................................................................................................................................29

Assign non-work resources for tracking costs........................................................................................33

Enter milestone data..............................................................................................................................35

Baseline project......................................................................................................................................36

Create status report requests.................................................................................................................37

Project Execution........................................................................................................................................39

Detailed Steps for Project Execution..........................................................................................................41

Update task progress..............................................................................................................................41

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Submit status report responses..............................................................................................................44

View status report responses.................................................................................................................46

Display and export reports.....................................................................................................................47

Project Closing............................................................................................................................................55

Detailed Steps for Project Closing...............................................................................................................57

Delete status report requests.................................................................................................................57

Close tasks to update..............................................................................................................................58

Project Server 2007 Configuration.................................................................................................................59

Resources...................................................................................................................................................59

Budget Resources...................................................................................................................................59

Generic Resources..................................................................................................................................59

Enterprise Custom Fields............................................................................................................................60

Project custom fields..............................................................................................................................60

Project custom field formulas.................................................................................................................62

Project custom field graphical indicators................................................................................................63

Task custom fields..................................................................................................................................64

Task custom field formulas.....................................................................................................................64

Task custom field graphical indicators....................................................................................................65

Resource custom fields...........................................................................................................................65

Lookup tables.........................................................................................................................................65

Views..........................................................................................................................................................67

Project Center.........................................................................................................................................67

Project Details........................................................................................................................................69

Resource Center.....................................................................................................................................70

Data Analysis..........................................................................................................................................71

Security.......................................................................................................................................................72

Enterprise Calendars..................................................................................................................................73

Standard.................................................................................................................................................73

Cubes..........................................................................................................................................................73

Project Workspace.....................................................................................................................................73

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Project Documents.................................................................................................................................74

Issues......................................................................................................................................................75

Risks........................................................................................................................................................77

Enterprise Global Template Views..............................................................................................................78

Enterprise Templates..................................................................................................................................79

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Document Purpose

From planning workshops held by the EPM team at the ................, a typical project life cycle has been developed and mapped to Project Server 2007 based on the organisation’s methodology. The decisions made during the workshops are documented within this functional specification.

The functional specification includes systematic instructions on what users will need to do in order to update project information within the EPM Solution. Furthermore, the functional specification is the basis for the high-level training worksheet and will outline the settings and configurations undertaken within the Project Server 2007 environment.

The functional specification describes how to use the EPM Solution to enable the vision statement for this project to become a reality. It has a focus on the minimum processes that need to take place for this purpose. The EPM Solution is a tool that captures information only. A consistency of process needs to occur amongst all users that interact with the Solution for it to operate successfully.

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User RolesThis section outlines the user roles (groups) to be set up within the EPM Solution. The user roles represent all users that are involved in the use of the pilot solution.

The table below outlines the user roles and the associated access levels with their team responsibilities. Some users may belong to more than one role, combining and increasing their level of access.

User role User role responsibilities

Executives (IS Executive, Portfolio Administrators, Project Governance)

Executives have access to views/reports in order to have an overview of future projects and projects currently being tracked in the EPM Solution.

View all available views/reports, including Projects, Program and Resource information

Project Managers

Each project will be assigned a single project manager who is delegated responsibility for successful completion of the project.

Project Managers build project schedules in MSP and plan and negotiate resourcing within the EPM Solution. The PM is responsible for ensuring that the project schedule is kept updated for reporting.

Start and manage new projects Convert proposals to projects Plan project schedules, cost and resources assignments Upload project documents Raise and manage project risks and issues Baseline projects Publish assignments to project team members Accept or Reject team member task updates Track project schedule and cost View all available online views, including Projects, Program

and Resource information Create status report requests

Team Members

Team Members are all users who may be assigned to work on a project task. When building the team for a project, include anyone who may work on the project or need access to the project’s workspace.

Receive task assignments through Project Web Access Update task progress to project manager Upload project documents Raise and manage project risks and issues View all available views/reports, except those containing

Cost and Budget information Submit status reports

Administrators

This role includes both “business” administrators and system support staff. Users in this role will conduct day-to-day administration of the

Maintain configuration including resources and views

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EPM Solution.

Project WorkflowThis section outlines the workflow of a typical project life cycle within IS. It maps the process to the EPM Solution and introduces users to a systematic guide of how to use the EPM Solution within each individual project phase.

Project Definition and InitiationActions to be performed by Projects Departmentto add the project to Project Server 2007

A project manager (PM) within Projects Departmentwould perform the following actions to create a new project within the EPM Solution and set it up correctly.

1. Either a proposal is created which can then be later upgraded to a project using Project Web Access, or the PM can create a blank project within MSP and save it to MSPS.

2. The start date is set for the project and mandatory project information fields are entered for the project (these are described later in this document).

3. The project is saved and published.

4. Initial risks and issues are entered, and project documents are uploaded.

5. Optionally, the project is included within a master project.

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Detailed Steps for Project Definition and Initiation

Create a project

User Role(s) Project Manager

There are two options for creating a project, either via a proposal within PWA or directly from MSP. Note: the subsequent sections in this document apply no matter how a project has been created.

Option 1: Create a new proposal in Project Web Access (and upgrade later to a project)

Create the proposal

Projects that IP know will or are likely to take place at some point in the future can be entered into the system using the proposals feature:

1. From Project Web Access, click Proposals and Activities in the Quick Launch bar.

2. On the Proposals and Activities menu bar, click New then Proposal.

3. Enter a Name, Start Date (estimated is fine), and Plan Owner. Do not use the Description field, as this will be entered lower down the form.

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4. If desired, select a State describing whether the proposal is Proposed, Approved or Rejected.

5. Fill in the rest of the custom fields for the proposal. Only those marked with a red asterix are mandatory and require a value.

6. Click Save, which will take a few seconds.

7. The user is now presented with a task entry screen. High-level task(s) can be entered here. The user should use this screen by entering information column-by-column, then clicking Save after each one (e.g. task names, Save, durations, Save, etc.). It is not recommended to assign a resource to a proposal.

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8. If the proposal is to be seen in Project Center views, click Save and Publish when finished entering proposal information.

9. When completed working with the proposal, click the Close button.

The project workflow stops here until the proposal is converted to a project.

Convert the proposal to a project

Once the proposal has been approved and is to become a project, it needs to be converted so it can be opened in MSP:

1. From the Proposals and Activities page, click on the icon to the right of the proposal name (not on the proposal name itself as this will open it for editing).

2. Click the Convert button.

3. Click OK to the message that appears. This will remove it from Proposals and Activities and turn it into a project that can only be opened from Project Professional.

Option 2: Create a new project in Project Professional 2007

The user can also open MSP and create a new project from scratch for this step. Alternatively, if one of the Prince2 project templates can be used to start the project:

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1. From Project Professional 2007, click File then New….

2. Click On computer… from the left hand task pane.

3. Click on the Enterprise Templates tab and double click on a template.

4. A project schedule is now presented to work from.

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Enter Project Information


Enter the values for custom fields that have been defined for the purposes of reporting:

1. With the project schedule open in MSP, click Project then Project Information….

2. Choose the Start Date for the project.

Under the Enterprise Custom Fields section of the dialog, set values to describe properties of the project (see ‘Project custom fields’ later in this document for details on the purpose of each field). The user must enter values for all fields that are mandatory (have an asterix) before the project can be saved.

This dialog box will need to be revisited over the course of the project’s lifetime to update information such as Stage.

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Save and publish the project


When the project is ready to be saved:

1. Click File then Save. Enter a name for the project and click Save.

To make the changes available for reporting and create a project workspace, click File then Publish… . This will show the project’s data in Project Center. The publish command needs to be executed each time an updated project’s data needs to be displayed in reports. The publish command also provides access to the project workspace (team members don’t have contribute access until they are assigned to a task).

Note: the first time that the publish command is used, the user will need to accept the option to create a project workspace for the project (there is no need to change any settings here).

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Access Risks, Issues and Documents

User Role(s) Project ManagerTeam Member

The first time a project is published, a project workspace is created to enter risks and issues, and upload documents. To access the workspace:

1. From the Project Web Access home page, click on name of the project in the Project Workspaces list to display its workspace.

2. In the window that opens, Risks, Issues and Documents are accessible by clicking on links in the Quick Launch bar on the left of the screen.

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Work with Issues and Risks


The Issues and Risks lists in the project workspace are intended to replace the existing logs currently in use. To add issues:

1. Click on Issues in the Quick Launch Bar to open the Issues list.

2. Click on the New button to open the New Issue form.

3. Enter the issue details and then click OK to save.

To add risks, subsitute Issues for Risks in the instructions above.

To edit existing items in these lists, click on the list item and select Edit Item.

To delete existing items in these lists, click on the list item and select Delete Item. This sends the item to the site Recycle Bin.

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Work with Documents


The Project Documents library in the project workspace is intended to replace the currently used file share for project documents. To add documents to the library:

1. Click on Project Documents in the Quick Launch Bar to open the Project Documents library.

2. Navigate through the folder structure to where the document should be uploaded.

3. Click Upload on the menu bar.

4. Click Browse and locate the existing file on the file system. Click OK to upload the document into the document library. The file should then be deleted from the file system so all future work on the document occurs from the document library.

5. Enter any document properties required, then click Check In.

To edit documents that already exist in the library:1. Click the drop-down menu alongside the name of the document.

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2. Click OK to confirm the document will be checked out. This means that only one person at a time can edit it. Saving to the local drafts folder will allow the document to be edited offline.

3. When the user has finished working with the document, they should select whether to check it back in and keep their changes or not.

4. If the document is being checked back in, enter comments on the changes made and click OK.

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Optional: Setting up a master project


Master projects make the management of complex projects, multiple related projects, and projects with different project managers more effective. They allow multiple projects to be inserted into a single project schedule, and include high-level tasks specific to the master project. Tasks from different projects that are contained within the master project can be linked together easily. Master projects are created by inserting other projects into them:

1. Identify and open the project that is to become a master project, click Insert then Project….

2. Select the project to insert into the master project and click Insert.

3. Save and publish the master project using standard procedure. Links can now easily be created between tasks in different projects.

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Inserted project

Inserted project

Linked tasks

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Project PlanningActions to be performed by Projects Departmentto plan the project

A project manager (PM) within Projects Departmentwould perform the following actions to prepare the project schedule and assign resources to it.

1. The detail of tasks and their dependencies are built within the project schedule.

2. Resourcing is negotiated within Information Services. Project Server views and the Resource Availability function are used to view staff demand and availability. Resources are assigned against tasks in the project schedule where possible.

3. Budget information is entered.

4. Non-resource costs that will occur in the project are entered.

5. A baseline from which project progress can be measured is set.

6. The Project Information dialog (introduced in the Project Definition and Initiation section) is regularly revisited to keep project information updated.

7. The project is regularly published so updated information is available to all users within views.

8. A status report request is created for the project.

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Detailed Steps for Project Planning

View resource usage

User Role(s) ExecutiveProject Manager

To get some idea of the availability of resources and the projects they are assigned to, the resource usage functionality of PWA can be used:

1. Click Resource Center.

2. Place ticks next to the resources for which usage detail is to be displayed. (Note: these screenshots show an example of three disparate resources, however an entire team can be selected by using the Roles and RBS view to group by team).

3. To see what projects the resources are assigned to, click View Assignments.

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4. Alternatively, to see the availability of resources click Resource Availability. Notice that a drop-down in the top-right corner of the screen allows different views of this data. Particular resources or projects can also be hidden from the view.

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Enter tasks and assign work resources


At this stage, known tasks and how long each will take should be entered. Then assign resources against the tasks, even if they are generic ‘placeholder’ resources. When the project is published, this will show the demand on different types of resources within the EPM Solution and their allocation to this project. To build a team of resources:

1. With the project open in MSP, click Tools then Build Team from Enterprise.

2. Click the Existing filters drop down and select the type of resources to be added to the project (or All Resources to see all of them).

3. Click on resources from the left and then click Add to join them to the team on the right. (Note: screenshots show an example of adding generic resources rather than real users.)

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4. Once all resources are within the team for this project, click OK.5. Click View then Resource Sheet to see the resources working on the project.

6. Tasks can now be assigned to these resources within the project schedule.7. When the publish command is issued, assigned resources with e-mail addresses will receive an e-

mail notifying them of assigned tasks.

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Enter budget values


Enter the budget values allocated by project governance for each cost type, in order to compare with actual cost in reports:

1. With the project schedule open in MSP, click Tools, then Options.

2. In the View tab, click Show project summary task. Click OK. This displays the task with ID 0 that all tasks in the project roll up to. It is against this task that budget resources are assigned.

3. Click Tools, and then Build Team from Enterprise.

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4. Click on the Existing filters drop down, and select Budget Resources. This will display only budget resources (i.e. the cost types that budget values can be assigned to).

5. For each cost type that has been provided with a budget value by project governance, click on it and then click Add to include it to the list of available budget resources for this project. When finished, click OK.

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6. Click on the project summary task at the top of the project (task 0), then click Tools and Assign Resources.

7. All budget resources should already be selected. Click Assign to assign them so budget values can be entered against them, then click Close.

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8. The user will now be able to enter budget values for each budget resource. Click View, then Resource Usage.

9. In the Budget Cost column for each cost type, enter the budget value for the project summary task.

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Assign non-work resources for tracking costs


Cost data is typically generated from how resources have been configured. Work resources have a standard rate that generates a cost. Material resources have a rate per use that generates a cost. Cost resources have a particular cost value specified each time they are used in the plan.

Resource costs

Resource costs are rate-based and calculated from the amount of work performed by a resource multiplied by the resource’s standard rate. For all enterprise resources created in the EPM Solution, this is configured by an administrator. Therefore, this is automatically calculated by assigning any enterprise resource with a standard rate to a task.

If the Cost Type for the resource has also been set, views can be configured to allow costs for each Cost Type to be compared against their budgeted value. This can be done by creating a Project Detail view that includes the Cost and Budget Cost columns, and is grouped by Cost Type.

Other costs

The costs of non-resources can be tracked by adding them locally to the project. (Note: if these costs need to be tracked across different programs or the entire portfolio, create them as enterprise resources.) This section describes how to create local resources.

1. With the project open in MSP, click View then Resource Sheet.

2. Type a name for the resource and select the Type for the resource as either Cost or Material (only choose Work to include a resource that does not exist in the organisation and does not need its time tracked at the program or portfolio level).

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3. Select the Cost Type for the resource.

4. Enter any remaining type-specific information for the resource. It can now be assigned to tasks.

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Enter milestone data


On tasks that have been made milestones (duration = 0 days), further data can be added in the Planning Gantt view. This extra data is displayed for reporting in the Project Milestones and Program Milestones views.

1. Click Views then Planning Gantt.

2. For tasks that are milestones, scroll to the right of the screen so columns starting with the word Milestone appear.

3. For each milestone, click in the Milestone Stage column and choose which stage the milestone occurs in. Enter details for the stage under Milestone Stage Description.

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Baseline project


In order to report on how a project is tracking during the execution phase, a baseline should be set once the project has been planned:

1. With the project schedule open in MSP, click Tools, Tracking, and then Set Baseline.

2. Click OK to baseline the entire project.

In the event of a change request, new tasks can be baselined by selecting them in the project schedule and using the Set Baseline dialog with the Selected tasks option chosen.

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Create status report requests


Status reports can be used to provide topics for resources to respond to, such as accomplishments so far and objectives for the next period. A status report request needs to be created to use this functionality:

1. From Project Web Access, click Status Reports in the quick launch bar. In the Requests section, click New, then New Request.

2. Enter a title for the report (this may be the name of the project), followed by how often resources are to provide status reports, the status report start date, and who should respond to the status report request.

3. Configure which sections resources should respond to in the report by using the Insert Section and Delete Section buttons, and by entering names and descriptions for each section.

4. Click Send to alert resources to the status report request.

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Project ExecutionActions to be performed by Projects Departmentto execute the project

A member of the Executive team would perform the following actions to execute project schedules.

1. Review project, program and portfolio level reports to assess progress of projects within the EPM Solution.

A project manager (PM) within Projects Departmentwould perform the following actions to execute the project schedule.

1. Task update information provided by users is used to update progress within the project.

2. The Project Information dialog (introduced in the Project Definition and Initiation section) is regularly revisited to keep the project’s information (such as current stage) updated.

3. The project is regularly published so updated information is available to all users within views.

4. Issues and risks are updated.

5. Status report responses from team members are regularly reviewed.

Any change requests that occur would be added to the project and those particular tasks baselined.

A team member (TM) would perform the following actions to execute project schedules.

1. Provide the project manager with updates on the progress of their tasks.

2. Submit status report responses.

3. Update issues and risks.

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Detailed Steps for Project Execution

Update task progress


Option 1: Resources report on progress of tasks via Project Web Access

This option has the benefit of an approval workflow, audit trail and improved efficiency for a busy project manager who can make their task updates in one place.

Notify project manager of task progress

Team members assigned to a task can notify the project manager of the Start date, Finish date, and % Progress of a task, through Project Web Access:

1. Browse to Project Web Access and click on My Tasks.

2. Click on each field and enter Start, Finish, % Progress and Health to inform the project manager of the status of a task.

3. Once the status of all tasks has been updated, click Save All.4. Review the updated tasks and if satisfied place a tick next to each task to be submitted to the

project manager. Click Submit Selected.5. If desired, enter a comment providing more detail on the status of the tasks.

Approving the task updates

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The project manager can then review the submitted task progress and decide whether to approve and include in the project schedule, or reject:

1. Browse to Project Web Access and click on Task Updates.

2. The task updates from the project’s resources is presented and how the task is progressing can be reviewed.

3. Details on what was changed for each task can be viewed by clicking on the name of the task.

4. Preview what effect the task updates will have on the schedule by ticking the updates to be included and clicking Preview. Then examine the coloured tasks.

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5. To approve certain tasks, place a tick next to them and click Accept. Conversely, to reject certain tasks, place a tick next to them and click Reject. A response can then be provided back to the team member.

If task updates have been accepted, when the project is next opened in MSP a message will appear to update the local copy with that modified on the server. Click Yes to work with this updated project.

Option 2: Resources report on progress of tasks to project manager

Alternatively, resources can report the progress of their tasks to the project manager outside of the EPM Solution and their progress can be updated within the project schedule manually by the project manager.

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Submit status report responses

User Role(s) Team Member

Recipients of a status report request can use it to respond to the topics for which the project manager has requested information.

1. From Project Web Access, click Status Reports in the quick launch bar. Click on the title of the status report request under Responses to create a response for it.

2. Review the time period for the response and enter response information for each status report section.

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3. Click Send.

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View status report responses


When team members have created responses to the status report request, the project manager can review them:

1. From Project Web Access, click Status Reports in the quick launch bar. Under Requests, click the name of the status report to display its responses.

2. To view the response of a particular resource, click on the document icon for their resource name and time period and click Open.

To view the response of all resources for a particular time period, click the column heading for it to select all responses of the period and click Open.

3. The responses are displayed.

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Display and export reports

User Role(s) ExecutiveProject Manager

There are several ways to export the various views seen in the EPM Solution. This section describes how data can be exported from the Solution.

Project Center, Project Detail, and Resource Center Views

1. With the view displayed on the screen from which to export data, click Actions then Export Grid to Excel.

2. Excel will appear with the data in the grid displayed.

There is no way to export the Gantt chart from this view.

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Data Analysis Views

Export images

This section describes how to export the information displayed in a Data Analysis view to a static image.

1. With the Data Analysis view displayed on the screen from which to export data, click either Save PivotTable as Image or Save PivotChart as Image.

2. Confirm the filename to be used for the image (it will be saved to the desktop) and click OK.

3. Click Yes to confirm the image is to be saved to the desktop, even if it overwrites an existing file.

A PivotTable image looks like:

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A PivotChart image looks like:

Export PivotTable to Excel

This section describes how to export the PivotTable displayed within the Data Analysis view to Excel for further analysis or formatting to include in a report.

1. Click the Export to Microsoft Office Excel button on the toolbar.

2. Excel will open and ask whether the data should be refreshed automatically. Click Enable automatic refresh to include the same fields from the Data Analysis view in the Excel PivotTable.

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3. The PivotTable is displayed in Excel and can be formatted or reconfigured if required.

Project Professional 2007

Visual Reports

This section describes how to export the information for a particular project into Excel 2003 or 2007, or Visio Professional 2007.

1. With the project to be reported upon open in MSP, click Report, then Visual Reports.

2. Double-click on the report to be generated (there are other options in this window such as creating more reports which are not covered here). Only Excel reports will display if Visio Professional 2007 is not installed.

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3. The report is generated and displayed.

Copy Picture

This section describes how to export the information for a particular project into a static image.

1. With the project to be reported upon open in MSP, ensure the screen is set up with the particular view and columns needed in the image.

2. Click Report, then Copy Picture.

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3. Select To GIF image file and choose a location and filename. Choose other options on the dialog if appropriate.

4. The file is created and for this example looks like:

Other Reports

This section describes how to export the information for a particular project into a static grid report within MSP that can then be printed.

1. With the project to be reported on open in MSP, click Report, then Reports.

2. Double-click on the type of report to be generated.

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3. Double-click on the report to be generated.

4. The report will be displayed. Use the Print button to print the report.

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Project ClosingActions to be performed by Projects Departmentto close the project

A project manager (PM) within Projects Departmentwould perform the following actions to close the project schedule.

1. Ensure all outstanding issues and risks are closed.

2. Ensure all tasks are 100% complete.

3. Delete status report requests.

4. Ensure Project Stage field is set to Closing.

5. Close tasks from further updates.

6. Create end of project report and ensure this and all other project documents exist in the project workspace’s document library.

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Detailed Steps for Project Closing

Delete status report requests


Status report requests will continue to be issued until the request is deleted:

1. From Project Web Access, click Status Reports in the quick launch bar. In the Requests section, click on the row in which the status report request exists (do not click on the request itself as this will cause it to open).

2. Click Delete Request and click OK to confirm the deletion.

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Close tasks to update


Tasks in a project can be closed to updates, which removes the closed tasks from a resource’s My Tasks page. The project manager is still able to change the tasks as needed.

1. From Project Web Access, click Server Settings then Close Tasks to Update.

2. Select a project from the drop-down box.

3. Place ticks next to the tasks to close them from further updates (note: click on the column headings to sort tasks).

4. Click Publish to update the project.

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Project Server 2007 ConfigurationThis section outlines the configuration derived from planning workshops for this pilot.

ResourcesThe EPM Solution will initially be configured with a set of resources to enable ................ to set up budgets and assign placeholder resources.

Budget ResourcesThese resources allow the association of budget costs against a particular cost type custom field for a project.

Generic ResourcesThese resources provide a placeholder resource for project schedules before an actual resource is assigned. The Roles custom field allows matching of these placeholder resources against actual resources.

Generic Resource Name Type Roles

Architect Work Architect

Business Analyst Work Business Analyst

Change Communicator Work Change Communicator

Developer Work Developer

Functional Analyst Work Functional Analyst

Network Engineer Work Network Engineer

Operational Support Desk Work Operational Support Desk

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Procurement Support Work Procurement Support

Project Coordinator Work Project Coordinator

Project Manager Work Project Manager

Project Manager Assistant Work Project Manager Assistant

Security and Access Management Work Security and Access Management

Service Delivery Management Work Service Delivery Management

Systems Administrator Work Systems Administrator

Testing / QA Provider Work Testing / QA Provider

Enterprise Custom FieldsCustom fields are essentially attributes that can be associated with a project, resource or task. Project Managers will need to set project and task custom fields, and Administrators will need to maintain resource custom fields. From these fields PWA is able to display project, program and portfolio reports.

Project custom fieldsThese fields are set using the method described in the ‘Enter Project Information’ section of this document. Note that required fields must be set before a project or proposal can be saved. Formulas and graphical indicators for any fields are described later.

Custom Field Name Purpose Type Req’d Lookup Table

Allocation Authorised amount of funding for the project.

Cost No

Allocation Variance Calculated field: Difference between Allocation and Cost.

Cost No

Approval Date Date the project was approved. Date Yes

Approval Reference Reference to documentation recording approval.

Text Yes

Approver Person who approved the project. Text Yes

Funding Source Area that will be providing funding for the project.

Text Yes Funding Sources

Funding Source Description

Further details on the funding source. Text Yes

Portfolio Segment Division of projects into categories that Text Yes Portfolio Segments

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can be prioritised, managed and funded appropriately.

Program Group of related projects to which this project belongs.

Text No Programs

Project Description Description of the project. Text Yes

Project Number Number assigned to the project. Number Yes

Project Size Complexity of the project. Text Yes Project Sizes

Project Sponsor Individual with overall responsibility for ensuring that a project meets its objectives and delivers the forecast benefits.

Text Yes

Schedule Status Calculated field: Status of project based on the percentage difference of Duration from Baseline Duration. Warning levels are provided by the two Schedule Warning fields.

For example, if the percentage difference between Duration and Baseline Duration is more than Schedule Warning (Red) % then Schedule Status is Red.

Text No

Schedule Warning (Red) %

Number Yes

Schedule Warning (Yellow) %

Number Yes

Senior Supplier Steering Group role that provides knowledge and experience of the main discipline(s) involved in the production of the project's deliverable(s). Represents the supplier interests within the project and provides supplier resources.

Text No

Senior User Steering Group role accountable for ensuring that user needs are specified correctly and that the solution meets those needs.

Text No

Service Owner Steering Group role accountable for ensuring that the project outputs can be reasonably supported in a sustained manner to allow realisation of project outcomes.

Text No

Stage Which Prince2 stage the project Text Yes Project Stages

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currently exists in.

State Built-in field to represent the state of a proposal.

Text No State

System Owner Where an external vendor is engaged, this Steering Group role is accountable for the quality of the products delivered by the supplier and will operate and maintain the project's deliverable(s).

Text No

Project custom field formulasCustom fields can incorporate a formula to generate calculated values. Formula results are displayed in the Project Information dialog box and Project Center views. The following project custom fields have been generated with formulas.

Custom Field Formula

Allocation Variance [Allocation] – [Cost]

Schedule Status IIf([Baseline Duration] = 0,"1 No baseline",IIf(

( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 >= [Schedule Warning (Red) %] ) Or ( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 <= -1 * [Schedule Warning (Red) %] ),"2 Varies significantly",IIf(

( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 >= [Schedule Warning (Yellow) %] ) Or ( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 <= -1 * [Schedule Warning (Yellow) %] ),"3 Varies somewhat","4 Varies little"

))

)Up-to-date IIf(

[Last Published] = ProjDateValue("NA"),"1 Project not published",(

ProjDateDiff([Last Published],Date(),"Standard"

) / 480 > 50,"2 Out-of-date by more than 50 working days",

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(ProjDateDiff(

[Last Published],Date(),"Standard"

) / 480 > 25,"3 Out-of-date by more than 25 working

days","4 Up-to-date"

))

)

Project custom field graphical indicatorsCustom fields can display graphical indicator given a certain value. These are usually seen in Project Center views. The following project custom fields are associated with graphical indicators.

Custom Field Test, Value(s) and Image

Schedule Status

Equals “1 No baseline”

Equals “2 Varies significantly”

Equals “3 Varies somewhat”

Equals “4 Varies little”

Up-to-date Equals “1 Project not published”

Equals “2 Out-of-date by more than 50 working days”

Equals “3 Out-of-date by more than 25 working days”

Equals “4 Up-to-date”

Task custom fieldsThese fields are set at a task level. They provide the ability to give further information on tasks.

Custom Field Purpose Type Req’d Lookup Table

Health When entering task progress, resources can provide their opinion on the health of a task.

Text No Health

Milestone Stage

Project stage to which a particular milestone belongs. Text No Project Stages

Milestone Stage Description

Details of the milestone’s project stage. Text No

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Task Status Identical to the project custom field Schedule Status. Text No

Task custom field formulasFormula results for task custom fields are displayed in Project Details views and on project schedules. The following task custom fields have been generated with formulas.

Custom Field Formula

Task Status IIf([Baseline Duration] = 0,"1 No baseline",IIf(

( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 >= [Schedule Warning (Red) %] ) Or ( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 <= -1 * [Schedule Warning (Red) %] ),"2 Varies significantly",IIf(

( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 >= [Schedule Warning (Yellow) %] ) Or ( ([Duration] - [Baseline Duration]) / [Baseline Duration] * 100 <= -1 * [Schedule Warning (Yellow) %] ),"3 Varies somewhat","4 Varies little"

))

)

Task custom field graphical indicatorsThe following task custom fields are associated with graphical indicators.

Custom Field Test, Value(s) and Image

Milestone Status

Equals “1 No baseline”

Equals “2 Varies significantly”

Equals “3 Varies somewhat”

Equals “4 Varies little”

Resource custom fieldsThese fields are set using the Resource Center and have the purpose of resource matching and reporting on the resources available within the EPM Solution.

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Custom Field Purpose Type Req’d Lookup Table

Cost Type Categories of costs for budgeting and monitoring based on financial system.

Text No Cost Type

RBS Teams within the organisational structure to which the resource belongs.

Text No RBS

Roles Roles that the resource is available to perform. Text No Roles

Team Name Built-in, not used. Text No

Lookup tablesEnterprise custom fields can display a tree view of data within lookup tables from which users can select. Custom fields of any type can share the same lookup table. The table below describes each lookup table and its possible values.

Lookup Table Values (Description in brackets)

Cost Type Permanent StaffCasual StaffSuppliesServicesTravel and ConferenceExpensed Assets

Funding Sources AdministrationInfrastructure LevyIPPOther

Health (Built-in) Not SpecifiedOn scheduleLateEarlyBlockedCompleted

Portfolio Segments ComplianceInfrastructureInvestigationMaintenanceService ImprovementsStrategic Initiative

Programs Network Renewal ProjectServers and Storage Project

Project Sizes SimpleStandardComplex

Project Stages Definition (Scoping to produce brief and business case)Initiation (Planning to produce project plan)Implementation (Project delivery)Transition (Handover to operations)Closing (Project shut down)

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RBS Information ServicesInformation Management

Coordinator Digital RepositoriesEnterprise Information ArchitectRecords ServicesInformation AccessWeb ServicesCultural CollectionsInformation Policy

IT User ServicesIT Services CentreIT Desktop ServicesIT Security ServicesIT Procurement and LicensingResearch Support

Information InfrastructureInfrastructure Planning and StrategyIdentity and AccessSystems InfrastructureNetworks and TelecommunicationsData Centres

Information ProjectsProject OfficeProject Delivery

Enterprise ApplicationsSystems Development and IntegrationThemis ImplementationDatabase AdministrationProduction Assurance and SupportStudent System

Information and Education ServicesRoles Architect

Business AnalystChange CommunicatorDeveloperFunctional AnalystNetwork EngineerOperational Support DeskProcurement SupportProject CoordinatorProject ManagerProject Manager AssistantSecurity and Access ManagementService Delivery ManagementSystems AdministratorTesting / QA Provider

State (Built-in) ProposedApprovedRejected

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ViewsViews are used to display on-the-fly reports of the currently published data within the EPM Solution. They are used in four main locations, Project Center, Project Details, Resource Center and Data Analysis. As part of the EPM Core Pilot, 10 views are provided.

Project CenterThese views are displayed within Project Center and are targeted at the portfolio and program level.

Projects by Status

This view displays the portfolio from the perspective of how each project is progressing against the Schedule Status measure.

Setting Detail

Fields Owner, Project Number, Project Name, % Complete, Duration, Baseline Duration, Duration Variance, Project Description, Start, Finish, Program, Schedule Status

Gantt Chart format Gantt Chart (Project Center)

Left offset for the splitter bar 800

Group by Schedule Status

Sort by Schedule Status (Ascending)

Filter

Security categories My Organisation, My Projects, My Tasks

Projects by Project Owner

This view displays the portfolio from the perspective of who is managing each project.

Setting Detail

Fields Schedule Status, Program, Project Number, Project Name, % Complete, Start, Finish, Baseline Duration, Duration, Project Description, Owner



Group by Owner


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Filter


Projects by Program

This view displays the portfolio from the perspective of how each program is performing.

Setting Detail

Fields Schedule Status, Owner, Project Name, Project Sponsor, Senior User, Start, Finish, Duration, % Complete, Portfolio Segment, Project Description, Program



Group by Program


Filter


Project Costs

This view displays the costs of each project in the portfolio. Assigning this view only to the ‘My Organisation’ security category means that only Project Managers and Executives will be able to see it.

Setting Detail

Fields Project Number, Project Name, Budget Cost, Cost, Baseline Cost, Cost Variance, Allocation, Allocation Variance, Owner, Project Description, Start, Finish, % Complete, Program



Group by Program

Sort by Program (Ascending)

Filter

Security categories My Organisation

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Project DetailsThese views are displayed when the user clicks on a project in Project Center. They are targeted at the task level.

Project Milestones

This view displays the milestones within a project.

Setting Detail

Fields ID, Task Name, Task Status, Finish, Actual Finish, Baseline Finish, Milestone Stage, Milestone Stage Description, Start

Gantt Chart format Gantt Chart (Views)


Group by

Sort by Finish (Ascending)

Filter Milestone equals “Yes”


Tracking

This view displays how a project is progressing against baseline.

Setting Detail

Fields ID, Task Name, % Complete, Start, Finish, Baseline Start, Actual Start, Baseline Finish, Actual Finish, Baseline Duration, Actual Duration, Remaining Duration, Duration, Resource Names

Gantt Chart format Tracking Gantt


Group by

Sort by ID (Ascending)

Filter


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Resource CenterThese views are displayed within Resource Center, and are useful to see the resources available within the EPM Solution.

Resources

This view displays all resources that can be assigned to projects. Assigning this view only to the ‘My Organisation’ security category means that only Project Managers and Executives will be able to see it.

Setting Detail

Fields Resource Name, Windows User Account, Cost Type, RBS, Standard Rate, Max Units, Active, Email Address, Booking Type, Checked Out, Last Modified, Type, Generic

Group by Generic, Type

Sort by Resource Name (Ascending)

Filter


Roles and RBS

This view displays all work resources by their team or Resource Breakdown Structure (RBS) level and skills.

Setting Detail

Fields Resource Name, Roles, Active, Booking Type, Type, RBS

Group by RBS

Sort by Resource Name

Filter Type equals “Work” And Generic equals “No”

Security categories My Organisation, My Projects, My Resources, My Tasks

Data AnalysisThese views are displayed within Data Analysis, and are flexible PivotTable- and PivotChart-based reports. By default, they are updated every night.

Program Milestones

This view displays milestones across the programs.

Setting Detail

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Cube Task Non Timephased

Show data as PivotTable only

Row Area Program_Project, Task List, Milestone Status

Column Area

Filter Area Task Is Milestone equals “True”

Data Area Task Count

Show Toolbar Yes


Timephased Cost

This view displays a timephased view of cost across the portfolio.

Setting Detail

Cube MSP_Portfolio_Analyzer

Show data as PivotTable with PivotChart

Row Area Time

Column Area Task List

Filter Area

Data Area Cost (formatted as Currency)

Show Toolbar Yes


SecurityThis section outlines the security settings within the EPM Solution. For the purposes of the pilot, out-of-the-box security will be used, with the exception of group and category associations, and users assigned to the appropriate groups. These groups are described in the User Roles section of this document.

Each group can be associated with categories, which for the pilot have the purpose of determining the views to which a user in a group has access.

Group Categories

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Executives My Organisation, My Personal Projects

Project Managers My Projects, My Personal Projects

Team Members My Tasks, My Personal Projects

Enterprise CalendarsEnterprise calendars define working days that can be allocated to projects and resources within the EPM Solution. Multiple enterprise calendars can be defined.

StandardThe standard calendar only contains entries for 2007 to cover the duration of the pilot.

Exception Date(s)

Queen’s Birthday 11 June 2007

Christmas and New Year 25 December 2007 – 31 December 2007

CubesCubes provide Data Analysis views. They are static objects that need to be rebuilt to contain the latest data. Typically, this is done nightly. By default, cubes do not contain any custom fields. This section describes the custom fields that need to be added to allow the described Data Analysis views in this document to operate.

Cube Field Type Field

Task Dimension Program

Project WorkspaceThe project workspace is the central location for collaborating information on a project. It contains a set of lists to provide this information. Each list contains fields into which data can be recorded.

Lists that have been customised from their out-of-the-box defaults are described in detail over the next few sections. Lists in the workspace are as follows:

Available Lists

Project Documents

Issues

Risks

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Deliverables

Calendar

Contacts

Project Discussion

Project DocumentsThis list, otherwise known as a document library, provides the addition of documents to the project workspace. The following are the settings for this list that have been changed from their out-of-the-box defaults.

Setting Value

Document Version History Create major and minor (draft) versions

Require Check Out Yes

Fields

The out-of-the-box fields are used.

Views

The out-of-the-box views are used.

Pre-existing content

This document library contains the following folder structure.

readme-prince2-filing-structure.txtManagement ProductsManagement Products\0 TemplatesManagement Products\1 PreProjectManagement Products\2 DefinitionManagement Products\3 InitiationManagement Products\4 ProjectManagement Products\5N Specialist Stage NManagement Products\7 ClosureManagement Products\8 PostProjectManagement Products\9 QualityManagement Products\2 Definition\1 OrganisationManagement Products\2 Definition\5 ControlManagement Products\2 Definition\7 Daily LogManagement Products\2 Definition\8 CorrespondenceManagement Products\3 Initiation\1 OrganisationManagement Products\3 Initiation\2 PlansManagement Products\3 Initiation\5 ControlManagement Products\3 Initiation\7 Daily LogManagement Products\3 Initiation\8 Correspondence

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Management Products\4 Project\1 OrganisationManagement Products\4 Project\2 PlansManagement Products\4 Project\3 Business CaseManagement Products\4 Project\4 Risk LogManagement Products\4 Project\5 ControlManagement Products\4 Project\8 CorrespondenceManagement Products\5N Specialist Stage N\1 OrganisationManagement Products\5N Specialist Stage N\2 PlansManagement Products\5N Specialist Stage N\5 ControlManagement Products\5N Specialist Stage N\7 Daily LogManagement Products\5N Specialist Stage N\8 CorrespondenceManagement Products\7 Closure\1 OrganisationManagement Products\7 Closure\2 PlansManagement Products\7 Closure\5 ControlManagement Products\7 Closure\7 Daily LogManagement Products\7 Closure\8 CorrespondenceManagement Products\8 PostProject\5 ControlManagement Products\8 PostProject\8 CorrespondenceManagement Products\9 Quality\1 Project Quality PlanManagement Products\9 Quality\2 Product DescriptionsManagement Products\9 Quality\3 Configuration ManagementManagement Products\9 Quality\5 Quality ControlManagement Products\9 Quality\7 Project IssuesManagement Products\9 Quality\9 Lessons LearnedSpecialist ProductsSpecialist Products\0 TemplatesSpecialist Products\2 PlanningSpecialist Products\3 ProductsSpecialist Products\8 CorrespondenceSpecialist Products\3 Products\Product XSpecialist Products\3 Products\Product YSteering Group ProductsSteering Group Products\0 TemplatesSteering Group Products\5 ControlSteering Group Products\8 Correspondence

IssuesThis list allows issues to be recorded and assigned for ownership. The following are the settings for this list that have been changed from their out-of-the-box defaults.

Setting Value

Item Version History Create a version each time an item is edited in this list

Fields

The following fields (columns) are used, based on the existing issues log.

Column Type Description Req’d

Situation Description Single line of text Yes

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Owner Person or Group

Assigned To Person or Group

Status Choice

Class Choice

Priority Choice

Affected Products Multiple lines of text

Technical Impact Multiple lines of text

Business Case and Risk Impact Multiple lines of text

Recommendation Multiple lines of text

Appraised By Single line of text

Appraisal Date Date and Time

Decision Multiple lines of text

Authority Single line of text

Authority Date Date and Time

Action Multiple lines of text

Closed Date Date and Time

Default View

The default All Items view for this list has been customised for the pilot.

Setting Detail

Fields Attachments, ID, Class, Owner, Assigned To, Created, Situation Description (linked to item with edit menu), Modified, Status

Sort by ID

The out-of-the-box views are also included.

RisksThis list allows risks to be recorded. The following are the settings for this list that have been changed from their out-of-the-box defaults.

Setting Value

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Item Version History Create a version each time an item is edited in this list

Fields

The following fields (columns) are used, based on the existing risks log.

Column Type Description Req’d

Description Single line of text Yes

Owner People or Group No

Assigned To Person or Group No

Category Choice:Strategic / CommercialFinancial / MarketLegal / RegulatoryOrganisational / HumanPoliticalEnvironmentalTechnical / Operational

No

Impact Choice:(1) Severe(2) Major(3) Moderate(4) Minor(5) Negligible

Severe – most objectives cannot be achievedMajor – some important objectives cannot be achievedModerate – some objectives affectedMinor – minor effects that are easily remediedNegligible – negligible impact on objectives

No

Probability Choice:(1) Almost certain(2) Likely(3) Possible(4) Unlikely(5) Rare

Almost certain – the event will occur on an annual basisLikely – the event has occurred several times during your careerPossible – the event might occur once during your careerUnlikely – the event does occur somewhere from time to timeRare – heard of something like the event occurring elsewhere

No

Proximity Choice:(1) Close(2) Medium(3) Distant

Close – may occur during the next stage of the projectMedium – may occur sometime during the life of the projectDistant – may occur but outside the timeframe of the project

No

Counter-measures

Multiple lines of text No

Current Status

Choice:(1) Under analysis(2) Increasing(3) No change(4) Decreasing(5) Closed

Under analysis – a new riskIncreasing – risk is being monitored and is increasingNo change – risk is being monitored and is unchangedDecreasing – risk is being monitored and is decreasingClosed – no longer a risk

No

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Default View

The default All Items view for this list has been customised for the pilot.

Setting Detail

Fields Attachments, ID, Description (linked to item with edit menu), Category, Impact, Probability, Proximity, Counter-measures, Created By, Owner, Created, Modified, Current Status

Sort by ID

The out-of-the-box views are also included.

Enterprise Global Template ViewsThe global template ensures that every Project Professional 2007 user has the same enterprise views set up. The following table describes views that have been customised for this project.

View Columns

Planning Gantt (i), Task Name, Duration, Start, Finish, Predecessors, Resource Names, Milestone Stage, Milestone Stage Description, Cost, Budget Cost

Tracking Gantt (i), Task Name, Duration, Baseline Duration, Duration Variance, Task Status, Start, Finish, Predecessors, Resource Names, Cost, Baseline Cost, Cost Variance

Resource Sheet

(i), Resource Name, Type, Cost Type, Std. Rate, Ovt. Rate, Cost/Use, Material Label, Max. Units, Accrue At, Base Calendar

Resource Usage

Resource Name, Work, Budget Cost

Enterprise TemplatesThese templates can be used to start a new project from a pre-existing project template schedule.

Template

Process-Model-v0.2-Complex.mpp

Process-Model-v0.2-Simple.mpp

Process-Model-v0.2-Standard.mpp

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