Execview Portfolio Management Training

1. Execview Portfolio Management Training Key functions guide for Portfolio and Project Managers October 2011

2. Contents • Introduction • Overview 6 • Security 7 • Access 8 • Support 9 • Structure 10 • Login 11 • Setting Up New Projects • Creating a new Project – Set up process 13 • Accessing Portfolio Activities “Tree View” 14 • a. Project Definition: Business Case 15 • b. Project Definition: People, Components and Strands 16 • c. Project Definition: Overview 17 • d. Project Workflow 18 – 19 • Terminology • Key to Typical Execview Icons 21 • Glossary of Terms 22 • continue >> 2

3. Contents • Project Progress View • Implementation Arrow – Progress View 24 • Navigation from the Progress View 25 • Milestones, Deliverables and Tasks • Milestones 27 • Deliverables 28 • Tasks 29 • RAIDs and Actions • RAIDs (Risks, Assumptions, Issues and Dependencies) 31 – 32 • a. A more detailed look: Risks 33 – 34 • b. A more detailed look: Issues 35 • c. A more detailed look: Assumptions 36 • d. A more detailed look: Dependencies 37 • Creating and Managing Actions 38 • continue >> 3

4. Contents • Stakeholders • Enabling Stakeholder Groups 40 • Adding Stakeholders via the Definition View 41 • Adding Stakeholders - Stakeholder grid view 42 – 44 • Updating Stakeholders - Stakeholder grid view 45 • Finance Information • Managing and Recording Finance information 47 • Entering Finance Data 48 • Entering an Overall Budget 49 • Entering a Baseline Plan 50 • Creating a Forecast 51 • Entering Actuals and Budget Variances 52 • Show Progress / Updating your Forecast 53 • Progress Reporting • Progress Reporting 55 • a. Progress Reporting: Creating a Report 56 • b. Progress Reporting: Adding Commentaries 57 • c. Progress Reporting: Scoring Status using DAIs 58 4

5. Introduction

6. Back to contents • Overview Execview is designed to provide an intuitive, simple to use framework for running large projects and programmes of work. • Some of the Execview advantages are: • Simple portal that holds all portfolio, programme and project information. • The production of progress reports is straightforward. Reporting at higher levels is almost automatic. • Two way reporting hierarchy that allows different summaries from the same underlying report. • Managers can record and track all key project “components” (tasks, milestones, risks, issues, costs, etc) in a standard way. Items can be selectively escalated. • The resulting views and reports are highly graphical. • Software configuration and customisation is easy and can fit with the way an organisation works. 6

7. Back to contents 2. Security • Execview is a “hosted”, Internet-based service provided by Execview Ltd. • A number of measures exist to ensure the service and the data stored in it remain highly secure: • Hosted in a high security facility by one of the world’s leading hosting companies with security clearance from customers such as the British Army, the BBC and many banks • Highly secure initial passwords, followed by requirement to use at least eight characters with one capital and one digit • Fully audited environment, with user actions stored and full audit trail available for almost all data items • Strong processes and procedures for customer set-up and system administration 7

8. Back to contents 3. Access • Security of system (IT) • The Execview software is written by Execview Ltd. However, the service is hosted under contract to them by ‘Rackspace’, a major international hosting provider with very high-level security accreditation • New Execview users receive two emails confirming a) the URL and their login id for the service and b) their initial password. This must be changed the first time you log in. • New passwords in Execview must be at least eight characters long, containing at least one capital letter and one digit. • The system forces you to change your password once every 30 days; you cannot use previous ones. • Access Levels • Each Execview user is allocated one or more ‘roles’. For example, programme manager of a specific programme, project sponsor, etc. • The roles given to your Execview account dictate the permissions you have in the system, i.e. what you can create, edit or delete, etc. 8

9. Back to contents 4. Support • For normal IT problems and/or issues with Execview please contact <service desk info> • Typical role of a Project Management Office • Managing the organisation’s use of the Portfolio Module of Execview • Setting up new users • Setting up projects • Moving programmes/projects between stages • Setting up Portfolio module scorecards • Managing the Execview supplier relationship 9

10. Back to contents 5. Structure - Flexible and Secure Execview will allow a complex portfolio of projects to be built and tracked. A project can exist on its own in a portfolio, or as part of a programme: Contracted Service Portfolio Summary Operations Summary Commercial Portfolio • There is a four tier security model (security on four levels): • Contracted Service (CS) – This forms a security boundary. The Execview system can be on a separate server for additional security. • CS Administrator – controlling access and configuration of the system for one organisation • Activity – managing Portfolios, Programmes and Projects • User – preferences, password change • Components • Progress Reports • Milestones • Tasks • Deliverables • Risks • Issues • CSFs & KPIs • Assumptions • Dependencies • Resources • Finances • Benefits • Documents • Definition (PID) • Workflow (status) Programme 1 Sub-Prog A Project 1 Project 2 Sub-Prog C IT Project Other Project 10

11. Back to contents Login Screen Execview user login details You can retain your username and password details between sessions if your PC is secure / private Reset password Personalised home page dashboard, displays by project, programme and portfolio all of the Tasks, Actions, Risks, Issues, Dependencies, Assumptions, Change Requests, etc. that you are responsible for Main Navigation tabs Home Page Date & links to My Actions My Tasks My RAIDs Current overall RAG status Delivery graph of Planned v Completed items 6. Login • When you first log in to Execview you are taken to a personalised home page: • The graph on the right displays the aggregate view of the items tasked for you to deliver. • Further information below this lists things you must do or know about. • There are a several navigation tabs located in the top left of the screen: • Home (this page) • Operations (where service delivery is tracked and reported) • Portfolio (where projects are tracked and reported) • Resources (timesheets and work assignment information) • Administration (for admin users only) • NB: Some of these tabs may not appear if you are not set up to use them. • Your name, and links to Support, Feedback, Change Password and Logout are shown in the top right corner 11

12. Setting Up New Projects

13. Back to contents 7. Creating a new project – Set up process 13

14. Back to contents Delivery Assurance Indicators (DAIs) Project Manager & Date of last report Status View Add and edit new projects, programmes or portfolios here Component View 8. Accessing Portfolio Activities via the ‘Tree View’ • The standard method of accessing a programme or project is via the ‘tree view’: • Click ‘Portfolio’ on the top level menu. • The ‘Status View’ that appears lists all activities in your portfolio, together with managers’ names, dates of their most recent reports and status indicators (called ‘DAIs’). • Reports are ‘produced’ and kept in an archive for each activity. You cannot produce a report prior to the date set for it. • To enter an activity, click on its title: • If you have the appropriate ‘role’ for a project or programme, the link will be blue and you will be able to click the link to get to the project’s progress report. • If you do not have the right permission, the link will be black and you will be able to see the link in the treeview but not access it. Contact the CPO/PMO to gain access. • As a shortcut, you can go straight to Tasks, RAIDS, Documents, Actions etc. in a project by selecting the component view. 14

15. Back to contents Overview Select this icon to create a pdf version Aims & Measures Select this icon to add a measure Select this icon to add a target Finances & Benefits a. Project Definition: Business Case • Access this page by clicking into the project from the Portfolio tab • Then click the large ‘Definition’ arrow near the top of the screen • This page is split into four sections, described below and on the next slide: • Business Case • Project purpose • Business problem definition • Context information • Business impacts summary • Delivery approach • What’s In and Out of Scope • Success Criteria (CSFs) • Performance Measures with Targets • Finances • Benefits Edit Delete Add 15

16. Back to contents People Components Strands b. Project Definition: People, Components and Strands • People, Components & Strands • People – this section lets the user define who the project manager and project sponsor will be via the use of name fields. • Components – this is a quick way for components such as milestones, tasks and RAIDs to be entered. • Strands– sets up strands into which components can be grouped. • Adding an item to these pages has two effects: • Builds the project definition document for sign-off, including the governance of the project, and • Automatically adds all trackable items to the database, so that later additional information and status can be managed Edit Delete Add Edit Delete Add 16

17. Back to contents Overview c. Project Definition: Overview Overview The Definition arrow’s Overview screen is a multi-screen form describing the project in full, which can also be generated as a pdf. It includes all the information entered into the previous four tabs. 17

18. Back to contents d. Project Workflow • Execview’s workflow functionality moves an activity through a set of pre-defined states (see project lifecycle next page) • A project’s workflow has two key functions: • Allows the project definition to be drafted, and ‘Locked’ at the end of the first stage. • The project workflow states are either ‘active’ or inactive’. • Completed, On Hold or Closed are examples of inactive states – most other states are Active. • Allows the project status to be controlled by the CPO / PMO • An end date can be entered against each workflow state to signify when this stage should end and the next phase should commence. • The CPO has the permissions to move a project from one state to another. • TIP: • A project in an ‘Inactive’ state will not appear by default in the Portfolio tree view. • Select Status: ‘– All –’ or ‘Inactive’ at the top of the Portfolio tree view in order to access a project that is not active. 18

19. Back to contents d. Project Workflow continued Idea stage Concept stage Definition stage Impl’ment stage Handover stage Completed Approval of project mandate Approval of Outline Business Case Approval of Final Business Case Approval of Implementation stage Approval of Handover and Closeout Typical outputs from each stage (for information) • Meeting review of: • Outline analysis of the problem and opportunity • Discussion of delivery approach, complexity, risk, costs and benefits • Start dates and duration • Fit with other work • Business problem definition • High level conceptual description • High level project economics • Technology assessment • Impact assessment • Project Charter • Statement of requirements (SoR) • Resourcing of PM, Sponsor • Delivery approach • Draft Contract • Design stage plan and resourcing • Project Management Plan (PMP) • Detailed planning • Technical design specifications • Build stage plan and resourcing • Build deliverables (products, processes) • Solution set-up • Testing stages • Training design • Comms plan • Rollout stage plan • Project delivery • Handover documents • Project close-out report • Lessons Learnt QA review – this is an optional approval in the workflow, typically by a specialist team that signs off the outputs from the previous stage. - Typically requires multiple signatures by the PM, Technical Design Architect, Business Design Architect, Project sponsor, in order for this review to have completed. Gateway – this is the primary approval point (or transition) where a Steering Group or individual grants approval for the project to continue to the next stage thereby progressing the workflow (to move forward) - Typically workflow will be updated by the CPO on behalf of the project following an approval meeting 19

20. Terminology

21. Back to contents • These icons are used in the project and programme components: • Update item definition • Update item status • Manage Actions • Store Documents • BLUE – Completed and signed-off • GREEN – High Delivery Confidence – On track to complete in the agreed timescale and to the required output criteria. • AMBER – Medium Delivery Confidence - Some issues or risks impact this item, but it will be recovered by management action • RED – Low Delivery Confidence - Will be impacted in output completion or timescale; cannot be recovered to original intent • GREY – Not relevant or no status information is available 9. Key to Typical Execview Icons • These icons are used in the tree view for setting up new Portfolios, projects, programmes: • Add new workstream • Edit workstream • Add new programme / project • Add Change Request • Workflow • Deliverables • Tasks • Milestones • Finances • Progress Report • RAIDs • Actions • Aims and Measures • Documents • Resources • Scorecards • Import Rules • Outcome Maps Note: a key to some of these symbols can be added to the bottom of your progress reports. Tick the checkbox in the Progress Report settings screen. 21

22. Back to contents 10. Glossary of Terms RAG Red, Amber, Green: Often used to express confidence that something will be delivered as expected (Red, Amber and Green respectively mean low, medium and high confidence).  Blue, where used, means completed and Grey means not scored DAI Delivery Assurance Indicator: RAG indicators relating to key aspects of running any programme or project Milestone A single point in time at which something is now able start, or has been achieved Deliverable Something a project must produce, whether tangible or intangible TaskSome work for people to do, with both a start and end date, a lead person, and from which a Deliverable will be produced RAID A collective term for Risks, Assumptions, Issues and Dependencies. These are all entered and managed by Execview in much the same way. Issue A problem that has arisen about which some action needs to be taken. Word these in the past tense. Risk A problem that may arise but hasn’t yet, about which some action may be taken now to reduce its likelihood or to anticipate its consequences. Word these in the future tense. Assumption A general fact you are relying on to be true over which you and your immediate colleagues have little control Dependency Something you are relying on to be delivered which is the responsibility of someone outside your chain of command to provide (or the opposite, where you are delivering something for other people which they cannot influence) Notes on In deciding whether to assign an item as a Risk, Issue, Dependency or Assumption consideration RAIDs: should be given to how you wish to manage any item. They are similar but, for example, if you want to record a probability and/or mitigation approach, then create a Risk as this data only exists on Risks in Execview. Likewise, only a Dependency can record the name of the person who is responsible for delivering it. A Dependency may slip, and an Assumption may turn out to be false.  These could therefore also be regarded as Risks and added to Execview as such.  But since it is more work to monitor and manage two things than one, and it is possible to indicate a RAG status on any Dependency or Assumption, it may well be sufficient to use just them.  22

23. Project Progress

24. Back to contents 11. Implementation Arrow – Progress View Project, Programme, Portfolio name Back to tree view, up to parent or across to other projects • All projects and programmes have a standard initial page called the Progress View: • This page carries the latest project status, and reports milestones, products, RAIDS (Risks, Assumptions, Issues and Dependencies) deliverables (if any) and finances. • The tracking menu contains a number of other Views: • Schedule (timeline) • Delivery (phases/milestones) • Scorecard (exception reports) • Change Request List • Actions • Finances • Measures • Stakeholder Map • Other things you can access:Left-hand grey floating menu buttons: take you to screens for managing the related project components. • Click the titles and status icons of items on the report to access their definitions and latest status information. Different Views are available under tracking Progress View Delivery Assurance Indicators (DAIs) Hover over the three small squares on the very left-hand edge of the screen to view these buttons Milestones and Task progress graphs 24

25. Back to contents 12. Navigation from the Progress View Delivery View Progress View Scorecard View Schedule View Finance View Actions View 25

26. Milestones, Deliverables, Tasks

27. Back to contents 13. Milestones Shows Milestones at lower levels and by activity Search Filters Status filter • A Milestone is a single point in time by which something has been achieved, or something is enabled or ready to happen. • Milestones are managed in a very similar way to Tasks and Deliverables (see next two pages). • You can attach to any Milestone: • One or more documents • One or more actions Reporting Level field: controls whether this item is escalated to appear on higher level reports. Decide whether to do so in discussion with the related Portfolio manager Workflow Stage: this field dictates at which stage of the project the milestone relates to TIP: Remember, Milestones are listed on your Project progress report – the quality of how you document them is important. 27

28. Back to contents Shows Deliverables at lower levels and by activity Status and people filters Search Filters The blue highlight signifies the last product to be accessed by that user Status update screen Excel report 14. Deliverables • Deliverables are what your project is going to produce which will achieve business change • Press the “Deliverables” button to manage them. • Click “Add Deliverable” (top right) to create one.Select the title to update a Deliverable’s definition, including owner and approver and the level you want it reported at. • The search box allows the user to filter on key words in the title or description • Click the ‘status’ icon to update current status. You will see that an audit trail of all previous status updates is kept. • You can attach to any Deliverable: • One or more documents • One or more actions Deliverable definition screen 28

29. Back to contents Task grid view The blue highlight signifies the last item accessed by you Status update screen Excel export 15. Tasks • Tasks are major items of work to be completed for your project. They represent how effort and resources will produce your project’s deliverables • Press the “Tasks” button to manage them. • Click “Add Task” (top right) to create one.Select the title to update a Task’s definition, including its start and expected end date, a person leading its delivery and a the level you want it reported at. • The search box allows the user to filter on key words in the title or description • Click the Status icon to update current status. You will see that an audit trail of all previous status updates is kept. • You can attach to any Task: • One or more documents • One or more actions Task definition screen TIP: Remember that Tasks are listed on your Project progress report. The quality of how you document these is important. Try to be concise – a sentence or two in most cases is sufficient for all but the most complex tasks. 29

30. RAIDs and Actions

31. Back to contents 16. RAIDs (Risks, Assumptions, Issues, Dependencies) • Risks: problems that may arise (but haven’t yet) • Assumptions: things you are relying on to be true but probably cannot influence • Issues: problems that have arisen • Dependencies: something you need to receive where delivery is outside your control • RAIDs are managed in a very similar to Deliverables, Tasks and Milestones (see previous pages). TIP: Keep items short and succinct – it helps the progress reporting. If you want lots of detail, attach a document to the RAIDs item 31

32. Back to contents Shows RAIDs at lower levels and by activity Status Filters Search Filters 16. RAIDs (Risks, Assumptions, Issues, Dependencies) • There are two RAID reports available: • A ‘Full RAID Report’ which is a formatted printable option that can be used to review RAIDs in meetings. • An Excel document as with Milestones and Tasks that can be manipulated as you wish • The filter options allow for different views of RAIDs to be created. Both reports export whatever is displayed in list. 32

33. Back to contents a. RAIDs – A more detailed look: Risks Shows RAIDs at lower levels and by activity Status Filters Search Filters Risk Probabilities: 4 – 99 percent 3 – 66 percent 2 – 33 percent 1 – 0 percent Business Impact: 4 – Critical 3 – Major 2 – Moderate 1 – Minor Overdue Risks have red dates, otherwise green (or amber if within one week) If categories have been set up by your administrators, then you have the option to set them on the definition screen. Alternatively they can also be left to ‘Not set’. 33

34. Back to contents Shows RAIDs at lower levels and by activity Status Filters Search Filters Always state the current view of risk impact and probability on the Latest Progress screen State what you are trying to do to mitigate (or provide contingency) for this risk in the ‘Mitigating Actions” field. Then state progress towards achieving this in the ‘Latest Progress’ field. State the current delivery confidence of completing mitigation This graphic shows you Execview’s estimation of the risk’s current severity (the black circle). It usually lies somewhere between where the severity was initially judged to be and a target to be achieved. a. RAIDs – A more detailed look: Risks Risk Probabilities: 4 – 99 percent 3 – 66 percent 2 – 33 percent 1 – 0 percent Business Impact: 4 – Critical 3 – Major 2 – Moderate 1 – Minor 34

35. Back to contents Shows RAIDs at lower levels and by activity Search Filters Status Filters Use the Issue Definition screen’s Mitigation field to state what you are trying to do to resolve or mitigate this issue. Then state progress towards achieving this on the Latest Progress screen’s ‘Latest Progress’ field. If categories have been set up by your administrators, then you have the option to set them on the definition screen. Alternatively they can also be left to ‘Not set’. Issue severity relates directly to Business Impact. Status – confidence that the issue will be resolved or worked around. Business Impact: 1 – Low 2 – Medium Low 3 – Medium High 4 – High 5 – Extremely High b. RAIDs – A more detailed look: Issues 35

36. Back to contents Shows RAIDs at lower levels and by activity Search Filters Status Filters Select a RAG symbol to express confidence that this assumption is valid c. RAIDs – A more detailed look: Assumptions 36

37. Back to contents Shows RAIDs at lower levels and by activity Status Filters Search Filters There are spaces here to record: Direction: is this something where you are dependant on something else (incoming) or someone is dependent on you (outgoing) or both? Reciprocal owner: the other party involved in this dependency Type: Internal or External, i.e. Whether this relates to something within or outside the overall organisation. d. RAIDs – A more detailed look: Dependencies 37

38. Back to contents Shows actions at lower levels and by activity Status Filters Search Filters Component or activity to which this action belongs Add newaction button 17. Creating and Managing Actions • Actions are small items of work for one person to carry out in support of managing milestones, tasks or RAIDs. • Click the light bulb icon to open a screen showing all existing Actions and then: • Click ‘Add Action’ to create a new Action • Enter a title and description for the Action • Enter a date by when you require the Action to be completed – Execview suggests one week from today • Enter the person you want to perform the Action • Tick or untick the email checkboxes to indicate if you wish them to receive notifications of differing types • Click ‘Save’ • You can review Actions for individual project components, or use the Action button or Action View to list all the Actions relating to a project or programme: • Filter Actions by type of component • Filter by Owner • Filter by Status (Open, In progress, etc.) • Search on key words in title or description • Include/exclude those of child projects within a programme • Display actions by activity • The list of actions displayed can be exported to Excel and as well as being able to import a list back into Execview Action Definition Screen 38

39. Stakeholders

40. Back to contents 18. Enabling Stakeholder Groups • The Stakeholders button for a given activity is only enabled if its parent’s “Stakeholder groups of child activities” setting is not turned off. • This setting is accessed via the Settings button of any parent activity by either a Portfolio manager or the CPO • The options are: • Off no stakeholder groups can be set up on child activities • Enforce stakeholder groups on child activities can only be selected from those set up on the parent • Offer stakeholder groups on child activities can be chosen from the parent’s set or added as new group names • Independent stakeholder groups on child activities are only ever added as new group names • Thus, if the Stakeholder Groups button is greyed out on an activity, someone with permission to access the parent must set the setting as required 40

41. Back to contents Select this icon to edit the stakeholder group Deletes the stakeholder group The key symbol indicates this stakeholder group is of high influence and high interest An example of where only the stakeholders set at the parent level, can be chosen Use these tick boxes to indicate level of influence and/or interest This a free text field where the user indicates the area of interest Select this icon to add a stakeholder group a. Adding Stakeholders via the Definition View • The screen above will be displayed when accessing the stakeholders via the definition view of the activity. • Stakeholder Group - in the example above, the user would have to choose from a list of existing stakeholders set at the parent level as this would have been the setting chosen. • Area Of Interest – this is a free text field where the user would enter the area of interest for this group. • High Influence – the tick box would be checked if the stakeholder group is of high influence on the project. A ‘smiley’ face symbol would be displayed if the this tick box is checked. • High Interest – the tick box would be checked if the stakeholder group is of high interest for this project. A blue icon would be displayed if only the high interest tick box is checked. • A key symbol would be displayed if both of the above boxes are ticked. 41

42. Back to contents Search by stakeholder type Shows Stakeholder groups at lower levels and by activity Status Filters Search Filters The blue highlights the last record accessed in the grid view b. Adding Stakeholders - Stakeholder grid view • The list of stakeholder groups can be exported to excel with the use of the icon displayed. • The filter options allow for different views of stakeholder groups to be created. The excel export generates a sheet with whatever is displayed in the list. • High influence and interest • High influence only • High interest only • Influence and interest not set 42

43. Back to contents Search by stakeholder type Shows Stakeholder groups at lower levels and by activity Status Filters Search Filters • When adding a stakeholder group the user is presented with the screen on the left. • Stakeholder Group Name – the user can enter or choose from a list depending on the settings. • Area of Interest – free text field for the user to enter area of interest • Communication Plan – free text field for the user to enter a communication plan • Influence and Interest – determined by the use of tick boxes • Owner – choose the owner for this group • Reporting Level – determines what level this stakeholder group is reported at c. Adding Stakeholders - Stakeholder grid view 43

44. Back to contents Search by stakeholder type Shows Stakeholder groups at lower levels and by activity Status Filters Search Filters • The People tab allows the user to select key users for this stakeholder group • Group Lead – the user should choose a lead for this group using the auto complete drop-down • Contact Point – the user should choose a contact point for this group using the auto complete drop-down • Users & Group Members – the user can select users for this group using the list in the box. To add a user to the group member box, simply click on the name. This name will then display in the group member box. To remove a user from this box, simply click on the name again. d. Adding Stakeholders - Stakeholder grid view 44

45. Back to contents Search by stakeholder type Shows Stakeholder groups at lower levels and by activity Status Filters Search Filters • The latest progress tab allows you to enter details about on-going meetings with stakeholders • Latest progress –enter any status commentary • Actions required –enter any actions required for the next meeting • Date of last interaction – enter the date of the last communication with this stakeholder • Date of next interaction – enter the date of the last communication with this stakeholder • RAG status –a RAG to indicate how the communication plan is going • After the progress is entered it will then appear in the history tab as seen on the left e. Updating Stakeholders - Stakeholder grid view 45

46. Finance Information

47. Execview’s finance functionality allows the entry of summarised cost and/or income information for management reporting. The two types of finance can be displayed by choosing either option in a drop-down displayed. Costs or income can be entered against any project or programme. Execview then automatically rolls up the information to higher levels. Even though some projects may appear under multiple programmes, finances are not double counted! Projects can be set up in any required currency. You should then enter data across categories configured for your service (for example Resources, Assets and Other). Data can be created as follows: A “baseline plan” of how finance will be spent or received over the lifetime of a project can be set up. Actuals and a separate ‘forecast plan to completion’ are then entered or updated as the project progresses. A complete view of all finance data can be accessed from a ‘Show Progress’ button on the finance screen. Back to contents Example extended finance graph Overall budget Baseline plan Actual spend so far (red solid line) Phased forecast to completion (red dotted line) 19. Managing and Recording Finance information 47

48. Back to contents • Within any activity (project, programme, etc.) you can manage finances (both cost and income) by selecting either the Finance View through the implementation arrow or clicking the Finances button via the button bar • The Finance module provides four tabs for entry of finance data: • Overall Budget • Baseline Plan • Actuals (includes budget variances) and • Forecast • As data is entered, a graph showing the overall picture of finance builds up • You can always choose to list all data entered so far by clicking the “Show Progress” arrow. This lists each record by type and date. The set of records can be exported to Excel. • Finance data can be imported by using the ‘Import from Excel’ option in the progress section Drop-down to choose between cost and income • NB: The currency of the project you’re in is always shown here. • The finance type titles shown are examples. Your administrator sets these for your organisation as a whole (see previous slide) • A comment can be stored for each and every item of finance data a. Entering Finance Data 48

49. Back to contents Select the Overall Budget tab Enter values Enter a comment, if desired Click Update b. Entering an Overall Budget • The first thing to enter is an Overall Budget. This is simply the total amount of expenditure signed off for the project, and will be presented as a flat, top line on the cost/income graph. • You can enter this overall budget broken down into the number of cost/income types set up for your Execview service. • The finance record created is shown at the bottom of the screen. • The records displayed will be for either costs or income depending on the type chosen in the drop-down. 49

50. Back to contents Select the Baseline Plan tab Enter a date Enter values for the spend just in this period Enter a comment, if desired Click Update Repeat steps 2 to 5 to build up your plan c. Entering a Baseline Plan • The second thing to do is create a Baseline Plan of how your project is expected to spend money. • You do this by entering successive amounts of expected spend for any number of dates (broken down by cost type). • As you enter each date and set of amounts a record is added (see the Show Progress section). • Dates do not have to be at regular intervals. There can be as many as you like. 50