1 / 60

Web-PCS – System Guideline - Overview

Web-PCS – System Guideline - Overview. A. User Set-up Administration – Login & Change Profile. A1 Set-up User Details. B. Set-up and Plan Project (Project Planning). B1 Create New Project Using Project Wizard. B2 Create Project Details - WSIP. B3 Set the Project Status. B4

clara
Download Presentation

Web-PCS – System Guideline - Overview

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Web-PCS – System Guideline - Overview A. User Set-up Administration – Login & Change Profile A1 Set-up User Details B. Set-up and Plan Project (Project Planning) B1 Create New Project Using Project Wizard B2 Create Project Details - WSIP B3 Set the Project Status B4 Complete/Adjust Project Plan B5 Add Timescale Information To Tasks B6 Add Planned Resources to Tasks B7 Create Risk Assessment B8 Submit Planned Budget B9 Approve Planned Budget B10 Related Reports C. Project Planning - Construction Phase C1 Create Construction Project Using Project Copy C2 Update the Project Status C3 Related Reports

  2. Web-PCS – System Guideline - Overview D. Project Control & Reporting – Project Management & Reporting D1 Update Project Status D2 Update Construction Phase PCS Documentation D3 Update Task Progression D4 Record & Update Project Risks & Issues D5 Related Reports E. Project Control and Reporting - Financial Management & Reporting E1 Check Project Interface Details are Created E2 Enter Approved Cost Details E3 Enter Approved Grant E4 Request FMS Data E5 Create WSIP02 Claims E7 Submit WSIP05 Claim for Over Expenditure E6 View WSIP01 Summary E8 Submit Final Project Costs and Accounts E9 Related Reports F. Project Close Out – Final Status & Accounts F1 Prepare Final Project Status & Accounts & Circulate Reports F2 Related Reports

  3. Web-PCS – System Guideline - Overview G. Log Support Ticket to Ticket Resolution - HELPDESKVISION G1 Open Helpdesk Support Ticket G2 Assign Ticket to Resource G3 Resolve & Close Call 3

  4. Login to Training & Live Production Site Login to Training Site http://80.93.5.181/projectvision_doe_training/menu.aspx Enter your user name and password. Login to Live Production Site: http://80.93.5.181/ProjectVisionDOE/manuallogon.aspx or navigate from www.wsntg.ie (Select Web-enabled PCS live) Helpdesk: http://80.93.5.181/helpdeskvisiondoe/ or navigate from www.wsntg.ie (Select web-enabled PCS helpdesk) 4

  5. Section A - Over-View User Set-up Administration – Login & Change Profile This section tells you the steps you need to logon to the systems and how to change your user profile. Note: It is important that you update your profile as ProjectVision can automatically send your password to your email address. 5

  6. Overview - Business Processes A. User Set-up Administration – Login & Change Profile A1 Set-up User Details

  7. A.Set-up User Details – Web PCS ProjectVision Project Rights Project Owner Project Leader WSIP Admin Management (read only) A1. Set-up User Details – Web PCS ProjectVision A101 Log-on to Web-PCS in ProjectVision A102 Select My Profile Entry Screen A103 Update Email Address A104 Change Password A105 Save Details • 1) In the “Email Address” field – add your current email address to which you wish to receive System and Helpdesk messages • 2) Overnight your email address will be synchronised with the HelpdeskVision system • 1) In the “New Password” field – add your chosen password • 2) In the “Confirm New Password” field – confirm your new chosen password by re-entering it in this field • 3) Overnight your username and password details will be synchronised with the HelpdeskVision system • 1) If you have completed required changes or updates to your profile – save your entries using the “Update” button located at the bottom of the screen • 1)To update your details for go-live navigate to the Menu Path: “Utilities/My Profile” • 2) The “My Profile” entry screen tab is displayed • 1) Log-on with the generic Username and Password issued by Cora Systems • 2) Your Welcome Page Appears - log-on to the system

  8. Section B - Over-View Set-up and Plan Project Over-view • This section tells you the steps you need to create a project in the web-PCS system • It shows you the steps required to add mandatory information or data required to support the operation of the project in ProjectVision from status reporting and financial management standpoint • It shows you how to add other optional information you may require that is relevant to the project • It shows you how to schedule and manage your project plan and assign resources

  9. Web-PCS – System Guideline – Detailed Steps B. Set-up and Plan Project (Project Planning) B6 Add Planned Resources to Tasks B1 Create New Project Using Project Wizard B2 Create Project Details - WSIP B3 Set the Project Status B4 Complete/Adjust Project Plan B5 Add Timescale Information To Tasks B9 Run Related Reports B7 Create Risk Assessment B8 Submit Planned Budget B9 Approve Planned Budget

  10. Step Over-View B1. Create New Project using Project Wizard • The project is created using the Project Wizard functionality in the system from a predefined template • There are 4 templates as follows: • Project Template (Consisting of Planning & Construction) • < 5 million (Construction) • > 5 million (Construction) • Design Build Operate (Construction)

  11. B.Project Planning – Planning Phase = Project Rights Project Owner Project Leader WSIP Admin Management (read only) B1. Create New Project Using Project Wizard B101 Navigate to Project Wizard B102 Select Target Directory B103 Select Project Template to copy B104 Give New Project a Name • Target directory: Select your Local Authority • What is the Target Directory? This is where you save the project(s) that you create. It is the topmost directory. • The Directory manages or stores your projects just like a folder so it is used for navigation purposes. • It is also used for applying access rights to Projects within the system. • Who does it? The person setting up the project (Admin or Engineer) • Directory: Select Templates. • The Template Project selected is a predefined project which contains the relevant tasks to run projects with different budgets • Project: Select the template you wish to use. i.e. Project Template, < 5million, > 5 million, DBO. • Note: You are copying from the templates directory into your project workspace. For a new project use Project Template • Navigate using the Menu Path: Project Planning/Project Wizard • The “Project Wizard” facility allows you to select the areas from the Project Template that you wish to copy by ticking or un-ticking the options available. • New Project Name: Give the project a name that best describes the project e.g. Kilmacross Waste Water. • In Phase 2, the Project Name will now automatically appear in all the PCS documents from this entry • The Project Name should be easy to understand and kept to 50 characters or lessThe Project Name will appear in the project drop-down box under the Target Directory once it has been created and on associated Project Reports – it is how the user recognises or identifies their Project. The person who creates a project using project Wizard has Project Owner rights by default. The Project Owner assigns the rights to the other resources in the project. This is a unique function of the Project Owner

  12. B.Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B1. Create New Project Using Project Wizard See Appendix 1 B106 Select Project Parameters to copy B107 Select Tasks to Copy B108 Assign User Rights B109 Create Project B105 Add Project Dates • The new Project is created using the “Create Project” button at the bottom of the screen. • The Project should now be available for selection in the navigation window i.e. in the Directory drop down menu and the Project drop down menu. • All Tasks: This contains a set of predefined tasks e.g. Create PQP, Create Preliminary Report, etc. • The “All Tasks” tick box allows you to look into the Project Template and de-select tasks you do not wish to copy from the Template – These tasks will therefore not be copied over to your new Project • Note: If you are a new user, leave this box checked. If you need to delete tasks you can do so later. • This section contains the information that we want to populate the template with e.g. what predefined tasks do you want to bring into your template, what rights do you want to set on the project? • Rights: Check this radio box to set the project rights i.e. Who has authority to read, write and make changes to the project The authority of the different rights are described in Appendix 1. • The Project Dates to be added include the Project Start Date i.e.: The date the Project is due to commence and the Project “Live” date. The “Live” date is the date the system will start tracking changes and updates to the Project in the audit trail.

  13. B.Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B2. Create Project Details - WSIP B201 Navigate to Project Details - WSIP B203 Enter Project Reference Number B204 Enter FMS Job Code B202 View the Project Details • From the Project Details Screen you can view: • Project: Start Date/Finish Date. • Tasks with status -Tasks Due: Review the tasks that have a due date. • Planned Resources: Review what resources are planned to complete work. • Project Status: From here you can set the current status of your project (planning or construction) • Navigate using the menu: • Project Planning/ Background/WSIP details. • The project reference number is a unique number in the format: 1234567.12 (This will be given to you by the DEHLG) Note: In Phase 2, this number will automatically appear in all PCS headers once entered in the Project Background section • Enter the FMS Code for your project • You get this number from your Finance Department • Navigate using the menu: • Project Planning/ Background • Note: In this section you set up the WSIP details (e.g. FMS Job Code, Project Reference Number, Local Authority Reference number, Scheme Category, Scheme Sub-category.

  14. B.Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B2. Create Project Details - WSIP B207 Select Scheme Sub-Category B205 Enter Local Project Reference B206 Select Scheme Category B208 Update Details • This is a local project reference number. For example you may have a local filing number. • This is a predefined scheme sub-category e.g. Water Treatment Plant. • Note: The Scheme Sub Category Report is run by the DEHLG (Navigation: Reports/ WSIP Reports/ Scheme Sub-Category • Select the “Water” or “Waste Water” Radio Button • Note: The Scheme Category Report is run by the DEHLG (Navigation: Reports/ WSIP Reports/ Scheme Category • Select:“Update Details” button to save the WSIP details on to your Project.

  15. B.Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B2. Create Project Details - Other B212 Description B211 Detail B209 Adding Project Details B210 Predefined Details. • Any background Project Details can be added to the Project Via the “New Details Tab” • Navigate using the menu: • Project Planning/ Background • Note: In this section you add project details. e.g. Project leaders details, contractors details, etc. • Select “Project Leader” from the drop down menu. • Add the Project leader name. • Enter the Details and click on “Create Details” • Note: In Phase 2 the Project Leaders name will automatically appear in the PCS documentation header. All information added in the description window will appear in the header of all PCS Forms • For example: • Name: Joe Bloggs • Email: jb@hotmail.com • Phone: 123456 • Contractor Firm Name • Detail: Create a project detail. Select from drop down menu or add new detail: e.g. Specialist Contractor.

  16. B.Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B3. Set the Project Status B302 Run Traffic Light Report (Status) B301 Set Status • Navigate using the menu: • Reports/Portfolio Management/Traffic Light Report • Select Directory: (This will be your Local Authority) • Available Status e.g. planning or construction • To run the report Select “Run Report” • The Project Status can be set using the “Project Status” Field on the View Details Tab • Navigate using the menu: • Project Planning/ Background/Project Status • Select “Planning” or “Construction” • Select “Update Project Status" button to save your change

  17. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B4. Complete/Adjust Project Work Break Down B404 Delete Tasks B403 Create Sub–Tasks under Main Tasks B401 Create Tasks B402 Order Tasks • Menu Path: Project Planning/WBS • Select “T” icon to add a new task. Click on the task you wish to place the new task beside or underneath. The “Add New Task” Box appears – you can now add your tasks. If you have more than one task to create at this level simply hit the “return” key when mouse is in the new task window to bring up a new entry line. • When completed, save your work using the Green Tick • You may wish to delete tasks from the standard template that are not required for this project. • To do this click on the bin icon. Bin shadow appears on your cursor, point and click on the task or tasks you wish to delete. The shadow will confirm the task reference numbers of the task or tasks you have selected, point and click on the bin icon again (which has now turned red once tasks have been selected). The selected tasks will then be deleted. • Main Tasks or High Level Deliverables should be placed in the order they will be carried out on the WBS. • Move Tasks on the WBS into the correct order by pointing at the top of the Task. • Wait for the “Click to Move Task” Box to appear. • Then Point and Click on the target task you wish to move your task to. • Then select the appropriate Level • Sub-Tasks can be created underneath the Main Tasks should you wish to manage tasks at a lower level. • These lower-level tasks are created as Sub-tasks underneath the appropriate Main Tasks (High Level Deliverables). • Menu Path: Project Planning/ WBS (Work Breakdown Structure): Use the “T” icon and click on the target task that you wish to place the new task underneath. • The Add New Task Box appears. Enter tasks. If you have more than one task to create at this level simply hit the “return” key when mouse is in the new task window to bring up a new entry line. • When completed save your work using the Green Tick in the top right hand corner.

  18. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B4. Complete/Adjust Project Work Break Down B405 Create Project Milestones B406 Milestones B407 Milestones • Menu Path: Project Planning/ WBS • Milestones are created to denote certain Gateways or Deliverables along the course of the Project • This assists the Project Team with staying on the planned timeline and provides a benchmark against which to measure the Project progression. It also provides control points where certain deliverables need to be met and approvals may be required at these points to move the project forward to the next stage. Menu Path: Project Planning/ WBS or Gantt “Task Manager” functionality: Click the Milestone icon. Check the Milestone check box. Select Deliverable type from the drop-down list. Enter details about what must happen for this milestone i.e. what should be delivered, what needs to be produced, what needs to be approved. Save using the Green Tick. You will notice that a “diamond” appears beside the milestone tasks. Menu Path:Reports/Project Management/Milestone Directory: Select the directory that contains your project. Project: Select the project you wish to run the report for. From/to Date: Chose from calendar function. Select Run Report

  19. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B5. Add Timescale Information to Tasks B503 Check Overall Project Schedule B502 Create Task Links / Dependencies B501 Add Task Start & Finish Dates • Links can be created between one task and another to drive the project schedule in an automated way and create finish to start dependencies between one task and another. This ensures if one task moves out or is late all future tasks will be re-scheduled by the system accordingly. • To link tasks in the schedule, navigate to the Gantt View • Menu Path: Project Planning/Gantt - slide to the end of the task bar you wish to create the link from, then “click here to link task” . Message appears, then click/point at the task bar you wish to create the link to and click again. The “Links Pending” box appears showing you all the task references for which you have requested links. Several links can be made at a time before saving. • Save your work using the Green Tick from the “Links Pending” box. • Task Start and Finish Dates should be added to Tasks at the lowest level sub-task. The dates applied will then aggregate to form the overall Higher Level task Start and Finish Date. • Start and Finish Dates can be added as you create the Task in the WBS using the T- “Add Task” functionality or afterwards through the WBS or Gantt • To access Task Manager simply point at the Task in the WBS or the Gantt view and click once to open the Task • The Start and Finish Dates of each task aggregate to form the overall Project Start and Finish Dates. • Check your overall Project Timeframe is correct in the Gantt View and make any required adjustments to Start and Finish Dates. Menu Path: Project Planning/Gantt

  20. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B6. Add Planned Resources to Tasks B601 Assign Task Resource B602 Inputting the Planned Time • Open the WBS by clicking on “+” on the left of each task. • Open the Task Manager by double clicking on task. • Select icon • Select from “Available resources ” • Select icon to add them to the planned Resource List. • Define the number of days they are assigned to the task • Click on the Green Tick Icon to update the Task • The Task Resource can be added as you create the Task in the WBS using the T- “Add Task” functionality under the Planned Resource Button or can alternatively be assigned later using the Task Manager found under the Menu Path/WBS. Point at the Task and click to open the Task Manager. Select the Planned Resources button. Task Owner's are assigned at the lowest-level Taskin a group or set of tasks.

  21. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B7. Create Risk Assessment B701 Open Risk Definition Screen B702 Create a Risk B704 Transfer a Risk to an Issue B703 View Risks B705 Create an Issue Navigate using menu: ▪ Project Planning/ Risks/Issue ->Risks -> Issues • Sometimes a Risk may not be mitigated in time and may become an “Issue” • To save time re-tying the Risk to the Issue Log, the system allows you to “Transfer” the Risk to the Issues Log automatically. • On the create risk pane select the • icon • This transfers the risk to an issue. • Navigate using the menu: • Project Planning/ Risks/Issue/Issues • Select New Issue • Related to Task: Does it relate to a task or does it impact all tasks. • New Issue Name: Name • Impact: 1 low 10 high • Probability: 1 low 10 high (the probability the risk will take place) • Area: Time or Cost or Quality • Raised by: Name • Owned by: e.g. Project Leader • Select “View Risks” Pane. • Review: • Risk ID: Unique Identifier • Description: Defined when creating a new risk • Related Tasks: Is the Risk related to one task or does it impact all tasks. • Owner: Who owns the task i.e. the project leader, DEHLG etc. • Target Date: Date risk will be mitigated • Strategy/Comment: Further information on risk, and its mitigation plan • Select New Risk • Related to Task: Does it relate to a task or does it impact all tasks. • New Risk Name: Name • Impact: 1 low 10 high (the impact the risk may have) • Probability: 1 low 10 high (the probability the risk will take place) • Area: Time or Cost or Quality • Raised by: Name • Owned by: e.g. Project Leader. • Enter Strategy to mitigate risk. • Click Add Risk

  22. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B7. Create Risk Assessment (Related Reports) B706 Run the Risk report B707 Run the Issue Report • Navigate using the menu: • Reports/Project Management/Issue Analysis • Select Directory: Directory where project is. • Select Project: or select “Current Project” • Define the Period which you wish the report to be run • Select “Run Report” • Navigate using the menu: • Reports/Project Management/Risk Analysis • Select Directory: Directory where project is. • Select Project: or select “current project” • Define the Period which you wish the report to be run • Select “Run Report”

  23. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B8. Submit Planned Budget B801 Open the Planned Budget Interface B802 Inputting LA Planned Cost of Project • Menu Path: Project Finances/Planned and Recouped • Enter the Local Authorities Planned Cost of the Project amount in the “Project Planned Cost” data entry tab for Planning or Construction Costs • The Sub Total Column details the Total Planned Budget. • Print and submit to the DEHLG for approval. • Note: The Planned Budget Column is a new column in Phase 2 23

  24. B. Project Planning – Planning Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) B9. Approved Planned Budget B902 Inputting Breakdown of Cost B903 Inputting Recouped to Date B901 Dept Returns Approved Cost of Project • The Department returns the ApprovedCost of Projectamount. • The Department also returns the ProjectRef Number at thisstage • Note: The returned Approved Budget from the DEHLG should be distributed across the Categories and Sub-Categories • After recoupment payments have been received from the DEHLG enter the Details of the Recouped to Date amounts for Planning or Construction. • Select the Item you wish to update and click on the “edit” button on the right hand column of the screen • Note: If a WSIP 2A/2B claim form was completed for this item select the relevant WSIP 2A/2B claim period (new to Phase 2) • Upon receipt of the Approved Cost of Project from the DEHLG enter the Details of the Breakdown of Planned amounts for Planning or Construction. • Select the expenditure item you wish to update and click on the “edit” button on the right hand column of the screen • Note: If a WSIP 05 claim form was completed already for this item select the relevant WSIP 05 claim form from the drop down menu (new to Phase 2) 24

  25. B. Run Related Reports Project Rights Project Owner System Administrator Project Leader WSIP Admin Management (read only) B10. Related Reports B101 Project Financial Tracking Report B102 Detailed Project Expenditure Report Menu Path: Reports/WSIP Reports/ProjectFinancial Tracking Note: This is a new Report in Phase 2. Menu Path: Reports/WSIP Reports/ Detailed Project Expenditure Report Note: This is a new Report in Phase 2. 25

  26. Section C - Over-View Project Planning – Construction Phase This section tells you how to copy the construction templates (< 5million, >5 million, DBO) into your Work Breakdown structures How to update the Project Status How to run related reports 26

  27. Web-PCS – System Guideline – Detailed Steps C. Project Planning - Construction Phase C1 Create Construction Project Using Project Copy C2 Update the Project Status C3 Related Reports

  28. C. Project Planning – Construction Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) C1. Project Planning-Construction Phase C101 Create a Contract Using the Copy Project C102 Adding a Contract Type C103 Choosing Your Contract Type C104 Adding Contract Details C105 Creating the Contract Click on the P Icon from the Function Bar in the WBS Then Click on the “Choosing the Right Contract Type” Task from the Construction Phase of the WBS • Select the Templates Directory from the Directory List. • You can then Choose from the Following Contract Types: • Project: Select the template you wish to use. i.e. < 5million, > 5 million, DBO. • Note: You are copying from the templates directory into your project workspace A Contract Type is Configured to be a “Sub Project” of the Main Project you are working on similar to adding a New Project Via the Project Wizard, you will need to determine the Following Details:- Tasks, Rights,Project Name, Live Date Once all of these details have been added the contract can then be created on the system • Navigate using the menu: • Project Planning/WBS

  29. C. Project Planning – Construction Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) C2. Project Status C201 Updating the Project Status C202 Setting the Status to Construction • Navigate using the menu: • Project Planning/ Background/ Project Status • Select “Construction” • Select “Update Project Status" button to save your change

  30. C.Project Planning - Construction Phase Project Rights Project Owner Project Leader WSIP Admin Management (read only) C3. Related Reports C301 Project Summary Reports C302 Project Tasks List C303 Milestone Report • Navigate Using the Menu: • Reports/Project Management/Milestone • Navigate Using the Menu: • Reports/Project Management/Project Task List • Navigate using the menu: • Reports/Project Management/ Project Summary

  31. Section D – Over-ViewProject Control & Reporting – Project Management & Reporting This section tells you how to control and report using ProjectVision and the Project Control System 31

  32. Web-PCS – System Guideline – Detailed Steps D. Project Control & Reporting – Project Management & Reporting D1 Update Construction Phase PCS Forms D2 Update Task Progression D3 Record & Update Project Risks & Issues D4 Related Reports

  33. D. Project Control & Reporting – Project Management & Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) D1. Update the Planning Phase PCS Documentation D101 Open a link to a PCS document D102 Open a PCS Document • Open a link to a PCS document by clicking on the icon • Select the “Link to document” radio ButtonAttached documents: Select the document you want to open from the drop down list • View the document by clicking on the icon • Note: There are now NO LINKS to PCS documents. This feature links to circulars, guidance docs etc in Phase 2 • Navigate using the menu: Project Planning/WBS • In “WBS” view navigate to a Task in the Planning Phase of the Project that has a PCS Document attached • Open the Task Manager by clicking on task • Click “PCS Forms” radio box. • Select Form Template e.g. PCS 03 Project Quality Plan • Select Form e.g. PCS 03 Project Quality Plan • View the document by clicking on the icon • Important: In Phase 2 • The Notes function is used to store project notes i.e. DEHLG communication, project decisions, delays etc. • The Guidance Notes function stores guidance notes to simplify or clarify a specific task. • There are only links to circulars, guidance documents and WSIP. There are NO links to PCS documents (which are now in HTML format)

  34. D. Project Control & Reporting – Project Management & Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) D1. Update the Planning Phase PCS Documentation D104 Enter the Project Value D105 Enter Dates & Update % Complete on PCS document D106 Update/Save Version of PCS Document D103 Validate PCS Project Name • To create a new version of a document, select “Save New Version” • Note: Each new version will get a new iterative document number • To create a new version select “Update this Version” • Note: This will overwrite the old version and save the new data. • Note: The new % complete will be reflected in the Task Manager • Validate that the Project Name entered once using Project Wizard (new to Phase 2). • Validate that the Project Number is correct. (Entered using Project Planning-Background- WSIP Details- Project Reference Number.) • Validate that the Project Leader Name is correct. (Entered using Project Planning-Background- New Details- Predefined Detail-Project Leader.) • The date entries must be typed in the following format: 1 Jan 2007, 1 Jun 2007, 1 Jul 2007. • Enter the task Percentage (%) Complete by checking the % complete radio box on the PCS document. • Note: Once we “Save New Version” or “Update this Version” the % complete will automatically appear in the main task manager % complete window • This is a manual entry on each PCS document. • This is the DEHLG Approved Cost of the Project. • At Planning Stage this is the value from the WSIP. • Note: This value will change during the project lifecycle.

  35. Project Rights D. Project Control & Reporting – Project Management & Reporting Project Owner Project Leader WSIP Admin Management (read only) D2. Update Task Progression D203 % Complete D204 Open/Add a Note D202 Task Status D205 Open a Guidance Note D201 Update Task % Percentage Complete • You can enter the Task Percentage Complete in three different ways: • WBS • Gantt • Dashboard • This can be entered using the Menu/ WBS/Task Manager/% Complete field - save using the Green Tick. • On the “Dashboard” function under Menu Path: Dashboard - Select End User view via the correct Radio Button. Select the task % complete field, enter %complete, save using the “Update” Button • The Task Status or Percentage Complete will automatically role up to its higher-level or parent task which will roll up to the overall Project Status or Percentage Complete. • The project status will correspondingly update the overall status of the Programme to which it is linked and status reports are viewable at any level of the Hierarchy from Programme to Project, down to the task level The % Complete to be entered in each Task can be taken from the % Complete section of the PCS Document relevant to the Task • In “WBS” view navigate to a Task in the Planning Phase of the Project that has a icon • Open the Task Manager by clicking on task • Open/Review the Guidance Note by clicking on the • icon • The Information Contained on the Note is DEHLG information from circulars, inspector requirements and/or DEHLG admin. • This is a new feature in phase 2. • Navigate using the menu: • Project Planning/WBS • In “WBS” view navigate to a Task with this icon • Open the Task Manager by clicking on task • Open/Review the Note by clicking on the icon • Add specific project related notes i.e. notes from project meetings, communication with DEHLG etc. Phase 2 Note: Remember you can do % completes through the new HTML PCS form and/or using the % complete function on the task manager.

  36. D. Project Control & Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) D3. Record, Update & Monitor Project Issues D302 Record or Project Issues D304 Escalate Risk & Issues D301 Update Project Risk Register D303 Review & Progress Risk & Issues • Any Issues that occur whilst the Project is in process should be recorded on the Project Issue Log. • Each Issue should have a Strategy worked out for dealing with the Issue or closing it down. • The Strategy/ Comments field should be updated each time the Issue is reviewed with the latest status. • The issue should always be assigned to an Owner who is responsible for closing down or escalating the Issue accordingly. • The Risk Register should be reviewed and updated at a regular frequency throughout the Project life-cycle to ensure appropriate action is taken to mitigate risks • Menu Path: Project Planning/ Risks& Issues/Risks. Select the View Risks tab, use the Edit button to update the appropriate Risk Information. • Circulate the Risk Report for meetings: Menu Path: Reports/ Project Management/ Risk Analysis • The Issue is recorded in the Projects Issue Log. • Menu Path: Project Planning/Risk&Issues/ Issues/New or View Issues. Enter the name of the Issue. Enter the required details about the Issue and updates as the Issue progresses. Enter an Impact value. Select the Area to which the Issue relates. Add an Owner. Add the Target Date for reviewing the Issue. Add the Strategy for closing down the Issue or the latest update on progression in the Strategy/Comments field. Click “Add Issue” or “Update Issue” button to Save. • Risks & Issues should be reviewed on a regular basis. • The Logs can be used to assist this process by printing and circulating the Reports or Logs regularly to relevant parties and applying updates on status to the Logs so the current status is available Menu Path: Reports/ Project Management/Risk Analysis or Issue Analysis • Higher impact Issues should be progressed as a higher priority. • Risks & Issues that cannot be closed down or resolved at the Team Level or Project Management level should be escalated.

  37. D. Project Control & Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) D4. Related Reports D401 Risks Report D402 Issues Report • Menu PathReports/ProjectManagement/Risk Analysis • Run Report • Menu Path Reports/ProjectManagement/Issue Analysis • Run Report

  38. Section E - Over-View Project Control & Reporting-Financial Management and Reporting This section tells you how to control and report all aspects of financial management using ProjectVision. 38

  39. E. Project Control & Reporting - Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E. Project Control and Reporting - Financial Management & Reporting E1 Check Project Interface Details are Created E2 Enter Approved Grant E3 Request FMS Data E4 Create WSIP02 Claims E6 Submit WSIP05 Claim for Over Expenditure E7 Submit Final Project Costs and Accounts E8 Related Reports E5 View WSIP01 Summary

  40. E. Project Control and Reporting-Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E1. Check Project Interface Details are Created E101 Check Project Interface Details • Menu Path • Project Planning/Background/WSIP details • Check that you have entered: • Project Reference Number (The Department will communicate the • amount of funding approved via letter) • FMS Job Code • Local Authority Reference number (option) • Update details

  41. E. Project Control and Reporting-Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E2. Updating the Tasks with the Approved Grant Totals E201 Dept Communicates the Grant Amount E202 Updating the Relevant Task E203 Updating the Relevant Task • The Department will communicate the amount of funding approved via letter • This “Approved Grant” amount then needs to be entered on to the project • Navigate using the menu: • Project Planning/WBS • Go to the Appropriate Phase (Planning/ Construction) Task, in the WBS • Open the Task Manager • Select the Budget Icon • Update the Budget Amount with the approved amount as per the Department • Select the Budget Name and Budget Type from the available options in the drop down lists • This Figure will then be displayed on the WSIP01 Form

  42. E.Project Control and Reporting-Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E3. Request FMS Data E304 New Codes E303 Old/New Codes E301 Claim Form Administration E302 WSIP Form Control • Navigate using the menu: • WSIP/Claim Forms • Please Note that if you are using Old Codes on your project these must be mapped directly against the relevant expenditure category using the “Unmapped FMS Data” Tab. This Tab Displays all of the data passed from the Financial System (AGRESSO, JD Edwards, Integra, Oracle) that has not been mapped directly on to your Claim Form. • If you are using new Codes for your project then these will be mapped directly onto your LA Claim Form (no need to map) • Select the Unmapped Radio Button and then click Edit on the RHS of the List to Map the op code to the relevant expenditure Category • Select a Claim Period • Request the Relevant FMS data (Request an FMS Code Number from your Trainer at this point). • Project Reference Number • FMS Code • Local Authority Ref No

  43. E.Project Control and Reporting-Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E4. Create WSIP02 Claim Forms E401 Claim Form 02A and 02B E402 Claim Forms • The Data you have Mapped/Input will now be viewable in the 02A(Planning Costs) and 02B (Construction Costs) forms which the system will automatically generate • Navigate using the menu: • Project Finances/ClaimForms/02A/02B • These are the forms that are submitted to the dept • You can Drill down under the headings in each report to see a further breakdown • At the Bottom of the report all Totals are displayed • Each of these forms can be Exported to Word and printed for Submission

  44. E.Project Control and Reporting-Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E5. WSIP01 Form E501 01 Claim Form E502 Claim Forms • Navigate using the menu: • Project Finances/ClaimForms/WSIP01 This is the Summary Form that is also Submitted with the 02A and 02B forms. Note that it also Contains the Figure for the Approved Cost of the Project that you entered on the WBS earlier

  45. E.Project Control and Reporting-Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E6. Submit WSIP05 Form for Over Expenditure E601 Requests for further Funding E602 Updating the Relevant Task E603 Viewing the Claim • Select The Expense Category (Planning or Construction) • Define the Additional Extra Works Undertaken • Enter the Proposed Increase in Costs • Attach a Technical Document or Justification Document using the “Browse” Button • Select the “Generate Claim” Button • The Claim will be generated and can now be viewed on the “Previous Claims” Tab • Select the Previous Claims Tab and select the appropriate Claim from the Drop down list • The Claim form will then be displayed and can be exported to word for Submission • Additional request for Further Funding can be processed via the WSIP05 Claim Form • Navigate using the menu: Project Finances/WSIP05

  46. E.Project Control and Reporting-Financial Management and Reporting Project Rights Project Owner Project Leader WSIP Admin Management (read only) E7. Submit Final Project Costs and Accounts E701 Submitting Final Project Costs and Accounts E702 WSIP07A and 07B E703 Completing the Forms E704 Project Financial Tracking Report E705 Detailed Project Expenditure Report • Navigate Using the Menu Path: • Project Finances/WSIP07A/WSIP07B • Simply access the Forms using the menu path defined in step E701 • Export the Relevant Form into Word and print it off for Manual Completion and submission • At the end of a Project the Project Manager will need to Submit the Final Project Costs and Accounts • This is done using the WSIP07A and WSIP07B forms Menu Path: Reports/WSIP Reports/ProjectFinancial Tracking Note: This is a new Report in Phase 2. Menu Path: Reports/WSIP Reports/ Detailed Project Expenditure Report Note: This is a new Report in Phase 2.

  47. Overview - Business Processes F. Project Close Out F1 Confirm Task & Project Completion F2 Related Reports

  48. F. Project Close Out - Final Status and Accounts Project Rights Project Owner Project Leader WSIP Admin Management (read only) F1. Confirm Task & Project Completion (Project Close Out) F102 Update & Review Final Risk Log F101 Check Final Task & Project Status F103 Update & Review Final Issue Log • The Risk Log should be updated to reflect the final status of all logged issues. All risks should be closed or escalated as appropriate. • The Project Leader should ensure all tasks on the Project Plan are 100% complete on the ProjectVision System • The Issue Log should be updated to reflect the final status of all logged issues. All issues should be closed or escalated as appropriate.

  49. F. Project Close Out Project Rights Project Owner System Administrator Project Leader WSIP Admin Management (read only) F2. Related Reports F201 Project Task List Report F202 Risk Analysis Report F203 Issue Analysis Report • Menu Path • Reports/Project Management/ Risk Analysis Report • Menu Path • Reports/Project Management/ Issue Analysis Report • Menu Path: Reports/Project Management/Project Task List

  50. F. Project Close Out Project Rights Project Owner System Administrator Project Leader WSIP Admin Management (read only) F2. Related Reports F205 Project Financial Tracking Report F206 Detailed Project Expenditure Report • Menu Path: Reports/WSIP Reports/ProjectFinancial Tracking Note: This is a new Report in Phase 2. Menu Path: Reports/WSIP Reports/ Detailed Project Expenditure Report Note: This is a new Report in Phase 2. 50

More Related