1 / 94

Project Portfolio Management PPM

Project Portfolio Management PPM. User Guide Employees & Consultants. Version 1.1. Project Portfolio Management PPM Consultant & Employee User Guide. Overview Structure Workflows Basic Navigation Timesheet Expenses Absence Remaining Tabs. PPM. Overview.

ostinmannual
Download Presentation

Project Portfolio Management PPM

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. Project Portfolio ManagementPPM User Guide Employees & Consultants Version 1.1

  2. Project Portfolio Management PPMConsultant & EmployeeUser Guide • Overview • Structure • Workflows • Basic Navigation • Timesheet • Expenses • Absence • Remaining Tabs

  3. PPM Overview

  4. PPM OverviewWhat is Project Portfolio Management? • Term used by software companies and consulting firms to describe various approaches characterized by treating project management (PM) projects as part of an overall project investment portfolio. • PPM advocates see it as a shift away from one-off, ad hoc approaches to project management. • Most PPM tools and methods attempt to establish a set of values, techniques and technologies that enable visibility, standardization, measurement and process improvement. PPM tools attempt to enable organizations to manage the continuous flow of projects from concept to completion

  5. Timesheet From creation to approval by Engagement Owner or Group Manager Absence Requests From creation to approval by Engagement Owner or Group Manager Expense From creation to approval by Engagement Owner or Group Manager Engagements: T&M or FTFP Creation, performance tracking, financial tracking, invoice generation Staffing Assignment of Consultants & Sub-contractors to Engagements Solutions Creation, performance tracking, financial tracking Pre-Sales Activities Prospects, RFPs Performance tracking, financial tracking Group Management Users Groups Directory Customer Management Performance Engagement Delivery Area Customer Office PPM OverviewWhat is the CTP PPM tool? Phase 1 of the CTP PPM tool is being implemented for the following business areas:

  6. Project / Portfolio Management Time sheet Management Issue Management Gantt Charts Reporting (Project) Data Warehouse Time Sheet Cube Controlling Risk Management Workflow Resource Management Project Chat Rooms Project File Manager Expense Tracking Project Management Methodology Skills Management Project Completion Tracking Calendar Freelance Database Finance Finance Reporting Cost-Center-Extension Project Controlling Quoting/Invoicing Human Resource Unified Employee File Employee Payroll Information CRM Customer Contact Management Integrated Customer Interaction History Customer Tracking Knowledge Management Search engine Wiki Expert Finder Portraits Incident Management Legend Phase 1 Later Never... PPM OverviewWhat is the CTP PPM Tool? ]po[ Functionality at a glance

  7. PPM OverviewTerminology • Engagement– a delivery activity undertaken for a client • Engagement Mode– pricing model of an engagement (T&M, Managed T&M or FTFP) • Delivery Area– All or part of the delivery activities undertaken for a customer (owned by a Delivery Manager) • Timesheet– record of engagement and non-engagement hours worked by the consultant or sub-contractor • Expenses– record of engagement and non-engagement expenditure to be claimed back by the employee or sub-contractor • Absence Request– record of time unavailable for assignment to an engagement, for either business or personal reasons • Workflow– end to end definition of creation, rejection & approval of business process

  8. PPM Structures

  9. Legend task Engagement Delivery Area Delivery Area Management PPM StructureEngagements Client XXX - Delivery Area Expenses & Absences entered against Engagement or Delivery Area Management 1+ per Client Delivery Area - Management Administration Pre-Sales On-going activities Hours logged against Tasks Engagement YYY Billable Time Engagement either T&M or FTFP Billable Time – Special Rate Non-Billable Time People assigned to Engagement Warranty ... FTFP Engagement only

  10. Legend Task RFP Office Pre-Sales Office - Prospects PPM StructurePre-Sales XXX Pre-Sales 1 per Office Expenses & Absences entered against Prospects Prospects Banking Pharma ... Grouping of Industry Sectors RFP XYZ Hours logged against Tasks Administration Non-Billable 1 per RFP ...

  11. PPM StructureDelivery Groups Legend Task Group GM – XXX – XYZ Expenses & Absences entered against Group Beach Uses Office Identifier (GVA / ZRH) Training & Conferences Admin Hours logged against Tasks Public Holiday Vacation Sick Consultant assigned to Group Personal Absence Unpaid Leave Military Service

  12. Legend Task Solution Solutions PPM StructureSolutions Solutions Expenses entered against Solution Solution A 1 per Company Administration Non-Billable Time Hours logged against Tasks 1 per Solution ... Member assigned to Solution

  13. PPM StructureDelivery Administration xxx – Delivery Admin Meetings Internal System Usage 1 per Office Hours logged against Tasks Internal Projects Recruitment Support

  14. PPM StructureAdministration Groups Expenses entered against Group XXX - HR 1 per Office 1 per Office 1 per Office 1 per Office 1 per Office XXX -Finance Absences entered against Group XXX -Marketing XXX -CIS XXX -Service Centre Employee assigned to Group

  15. PPM StructureArchives • Delivery Areas, Engagements, Solutions, RFPs and Groups are moved to the archive (1 per office) once the status has been changed to Inactive. • In the archive, they keep the same structure as shown in the previous slides • After the appropriate legal period the archived items will be deleted

  16. PPM Workflows

  17. Workflows Workflows have been defined for the 3 main functionality areas TEA • Timesheets • Expenses • Absences PPM allows the tracking of the workflow in its lifecycle, giving all involved full transparency at any stage.

  18. PPM Basic Navigation

  19. Basic NavigationLog In To log in, open page http://ppm in a web browser, select CTP from the Dropdown menu and and enter your CTP credentials (username/password). You must be connected to the CTP Network / VPN to log in

  20. Basic NavigationHome Page • Home Page gives access to Home Page Workflow Inbox for each workflow relevant to you • Provides a summary of timesheet status Timesheet Summary Home Page Workflow Inbox

  21. Basic NavigationWorkflow Inbox Home Page Workflow Inbox shows all incomplete workflows on which your input may be required Type Action to be taken Status Name Note link not active – action belongs to another user

  22. Basic NavigationUsers User tab shows a summary of all users in the system

  23. Basic NavigationUser – Details – Me • User details tab shows information concerning projects, contact information etc • Allows editing, where access rights allow, of user’s personal details Basic details Upload your photo Past project summary Contact information

  24. Basic NavigationLog Out To Log out, click on the Log Out button

  25. PPM Timesheet

  26. Timesheet • Overview • Tasks • State Diagram • Creation • Workflow • Steps • Approved... What Next? • Workflow • Steps • Rejected... What Next? • Workflow • Steps

  27. TimesheetOverview

  28. Engagement T&M Billable Billable Time - Special Rate Non-Billable FTFP Billable Billable Time - Special Rate Non-Billable Warranty Managed T&M Billable Billable Time - Special Rate Non-Billable Group (Delivery) Beach Admin Public Holiday Vacation Sick Personal Unpaid Leave Military Service Training & Conferences Solution Administration Non-Billable Time Pre-Sales - Prospects Banking Insurance Telco Services Pharma Industry Consumer Goods Public Sector UN Other Delivery Area Management Administration Non-Billable Time Delivery Admin Meetings Internal System Usage Internal Projects Recruitment Support TimesheetTasks

  29. Legend Internal State Submitted Submitter Submitter Submitter Submitter Approved Owner Owner Created Saved Rejected Timesheet State Diagram Submit Submit Reject Approve New Edit

  30. Timesheet • Overview • Tasks • State Diagram • Creation • Workflow • Steps • Approved... What Next? • Workflow • Steps • Rejected... What Next? • Workflow • Steps

  31. Consultant Timesheet Add Timesheet Item(s) Sub-contractor Wait for Approval TimesheetCreation – Workflow Task added to Submitter’s and Approver’s Home Page Workflow Inboxes

  32. TimesheetCreation – Steps • Create timesheet entry by day or by week • Submit timesheet • View & track Status

  33. TimesheetCreation – Step 1.1 From the timesheet tab, select the period for which you wish to add hours By Day By Week

  34. TimesheetCreation – Step 1.2 (By Week) Enter the required hours and click ‘Save hours’ button  

  35. TimesheetCreation – Step 1.3 Use the ‘Other Options’ links on the left to select different Timesheet periods or projects. Select different period / project

  36. TimesheetCreation – Step 2 IMPORTANT – Once you have entered the hours, you must submit the hours before the timesheet can be approved. Click on Submit Hours to submit the timesheet

  37. TimesheetCreation – Step 3 All unapproved timesheet entries are displayed in your Home Page Workflow Inbox.

  38. Timesheet • Overview • Tasks • State Diagram • Creation • Workflow • Steps • Approved... What Next? • Workflow • Steps • Rejected... What Next? • Workflow • Steps

  39. Home Page Workflow Inbox Approver Submitter Timesheet Select task to be reviewed Review and approve task TimesheetApproval – Workflow Task removed from Submitter’s and Approver’s Home Page Workflow Inboxes View & print timesheet details

  40. TimesheetApproval – What Next? – Steps Optional • View • Print

  41. TimesheetApproval – What Next? Click on Day or Week total for details of the time entry Click on Day or Week total for details of the time entry for viewing & printing

  42. Timesheet • Overview • Tasks • State Diagram • Creation • Workflow • Steps • Approved... What Next? • Workflow • Steps • Rejected... What Next? • Workflow • Steps

  43. Home Page Workflow Inbox Select task to be modified Approver Submitter Edit & Re-Submit Timesheet Item(s) Wait for Approval Select task to be reviewed Review and reject task TimesheetRejection – Workflow Home Page Workflow Inbox Task removed from Approver’s Home Page Workflow Inbox and updated to Rejected/Modify in Submitter’s Home Page Workflow Inbox Task added to Submitter’s and Approver’s Home Page Workflow Inboxes

  44. TimesheetRejection – What Next? – Steps • Modify • Re-submit

  45. TimesheetRejection– What Next? – Step 1.1 Click on Modify Link from the Home Page Workflow Inbox

  46. TimesheetRejection– What Next? – Step 1.2 Click on Edit Journal shows steps and comments

  47. TimesheetRejection– What Next? – Step 2 Make changes and click OK. Workflow is resubmitted for approval.

  48. PPM Expenses

  49. Expenses • Overview • Types • State Diagram • Creation • Workflow • Steps • Approved... What Next? • Workflow • Steps • Rejected... What Next? • Workflow • Steps

  50. ExpensesOverview

More Related