Dhivakaran.JM

1. Project - ]Open[ Dhivakaran.JM

2. Project Management Project Management is the discipline of planning, organizing, and managing resources to bring about the successful completion of specific project goals and objectives. A project is a finite The primary challenge: • Achieve all of the project goals • Objectives • Project constraints • Scope, • Quality, • Time and • Budget.. a

3. Human RessourceManagement Collaboration KnowledgeManagement ProjectManagement CustomerRelationshipManagement ProjectControlling FinancialControlling ]project-open[Open Source Enterprise Business Application

4. ]project-open[in a Nutshell ]po[is an Open Source SoftwareWeb-based ERP for IT Industries Project Management" software for project-based organizations. It integrates areas such as CRM, sales, project planning, project controlling, collaboration, timesheet, invoicing and payments. As one of the largest open-source based web applications in the world ]po[ is used by more then 1000 companies in 25 countries to run their business a

5. ]project-open[ Project Management ProjectManagement • Project Initiation and Integration • Project Planning • Project Controlling • Project Tracking • Project Collaboration • Resource Management • Knowledge Management

6. Project Initiation and Integration Challenges: • The lack of a central repository makes the identification, selection and prioritization of the right strategic initiatives and projects a cumbersome task. • Many companies can't list all their ongoing projects which makes concurrent projects or projects that oppose each other more likely • If the initiation of projects is not formalized and companies doesn't have defined processes in place for reviewing project proposals, chances are high that projects are not aligned with general business strategy. a

7. Project Initiation and Integration Central project repository: • ]po[ includes a number of modules to support the processes of capturing project proposals, evaluating profit/risk of each project and to schedule resources for concurrent project execution • Comprehensive list of projects with configurable list views and various list filters • Project Templates enforce standards and best practices • CSV Export allows integration with other applications

8. Project Initiation and Integration Manage project proposals with workflows • A powerful Workflow engine allows to build customized approval workflows depending on rules such as project volume, company department etc • Predefined workflows for project proposals are available and can be adjusted to particular business needs

9. ]project-open[ Project Planning ProjectManagement • Project Initiation and Integration • Project Planning • Project Controlling • Project Tracking • Project Collaboration • Resource Management • Knowledge Management

10. Project Planing Challenges: • Recruiting and building the team requiries up-to-date data about disposability and profile of ressources • Only if project attributes, responsibilities, schedules, etc. are facilitated in a central place, access to information • Communicating the project to all parties involved etc. a

11. Project Planning Using the Skill Manager • The integrated "freelance file" allows PMs and Freelance Managers to see all information about a freelancer in one page. This saves time and allows for better decisions when staffing a project. • The provider is able to maintain his own skills. All changes are subject of confirmation by in-house staff

12. Project Planning Assignments and utilization across projects: • Reports support determining assignmnets for each resource across a given time frame and allow project managers to layout approximate resource consumption of planned projects Budget Planning • ]po[ supports both top-down and bottom up budget planning • Budget numbers can be protected so that only users with special permissions are allowed to set budgets.

13. Project Planning Schedule your project tasks with Gantt Charts • Integrated Gantt-Charts allow to determine assignments for each resource across a given time frame • Integration with 3rd party Project Scheduling applications ensures availability of project data in Gantt Project or MS Project

14. ]project-open[ Project Controlling ProjectManagement • Project Initiation and Integration • Project Planning • Project Controlling • Project Tracking • Project Collaboration • Resource Management • Knowledge Management

15. Project Controlling Challenge: • For many project managers determining if a project is on track or getting real time data about profit and loss is a laborious and time consuming task. • Therefore most of the time they don't dispose of reliable data for their management decisions. • Effects such as VAT and currency exchange in international projects add additional complexity. • Furthermore costs of shared resources often needs to be split up to a number of tasks, projects and other units. a

16. ]project-open[ Project Controlling Financial Tracking • ]po[ includes a number of modules to capture different types of financial items on a per-project level, allowing the controller to determine organization profitability per project, customer and resources employed. • ]po[ allows to capture all important financial information about a project and to analyze them according to a variety of criteria

17. ]project-open[ Project Controlling Timesheet Management • ]po[ tracks employee's hours on projects, tasks and other activities and assigns the cost of the time to the respective project. • Users can log hours on projects. Timesheet information is combined with different cost rates (per user, per department, ...) to calculate various types of cost measures

18. Project Controlling Reporting • ]po[ allows to capture all important financial information about a project and to analyze them according to a variety of criteria. • P&L calculation is based on the "compound cost model" to incorporate fixed costs Budgets for both timesheet and absolute costs Timesheet controlling (for unprivileged employees and project managers) and financial controlling (for employees with financial responsibility)

19. Project Controlling Provider Bills • Provider bills can be captured in ]po[ and be interchanged with accounting application

20. ]project-open[ Project Tracking ProjectManagement • Project Initiation and Integration • Project Planning • Project Controlling • Project Tracking • Project Collaboration • Resource Management • Knowledge Management

21. Project Tracking Challenge: • Project tracking done in the conventional way usually is a time consuming process. Often regular status meetings take longer than needed and don't produce precise information. • Frequently status reports requested automatically removes uncertainty about the project status and saves project managers time pointing them straight to the tasks that require attention. a

22. Project Tracking Manage time sheet costs • Compare planned hours / logged hours / billable hours • Project Tasks can be attributed with a financial value. • The completion % of the task allow to calculate the ratio between spent resource and project progress, • Detect project deviations early in the project cycle. • Automatic project advance calculation from feedback on project tasks • ]po[ can track both internal and external costs and compare them with planned time and resource consumption and the project progress.

23. ]project-open[ Project Tracking Manage other project costs Capturing Travel Costs and other project expenses: A specific self-service enabled module allows project members to capture travel and other costs.

24. ]project-open[ Project Collaboration ProjectManagement • Project Initiation and Integration • Project Planning • Project Controlling • Project Tracking • Project Collaboration • Resource Management • Knowledge Management

25. Project Collaboration Challenges: • Project collaboration becomes more challenging when projects extend beyond organizational boundaries • Extended use of Email as communication instrument leads to cluttered inboxes, tedious recovery and archiving procedures. • Each project member needs to be informed about tasks, issues, priorities and due dates • Information is often distributed over multiple locations and therefore neither consistent nor up-to-date a

26. Project Collaboration Project rooms: • Project Rooms concentrate all project resources in a single location • Configuration of access permissions of project resources is based on roles or profiles of project members • ]po[ emphasizes the possibility to integrate clients and providers into the planning and execution of projects

27. Project Collaboration Forum • The ]po[ Forum module formalizes the communication amongst project members and offers a central and easy-to access space where project –related communication can take place • Communication can happen in protected “Communication Spheres” among sub-groups of the project team • Creating tasks and incidents holds project members accountable for the progress • Moving communication away from email towards Forums ensures easy archiving and fast recovery when needed

28. Project Collaboration File Manager • ]po[ makes it easy to integrate exiting file servers and provides a Web interface to allow convenient, permission based access over the web • Permisions can be set on a folder level to allows limited access for clients, providers ad other collaborators • Multiple files can downloaded in ZIP format

29. ]project-open[ Resource Management ProjectManagement • Project Initiation and Integration • Project Planning • Project Controlling • Project Tracking • Project Collaboration • Resource Management • Knowledge Management

30. Resource Management: Challenge: • Project managers and need visibility and control over resources available. Information on how effectively valuable resources are used, which resources become available and what projects have consumed them, is needed throughout the entire project lifecycle. • Instant availability of information about the status of resources is necessary to deliver the project within the specified time and budget parameters. a

31. Resource Management Centralized HR information: • The "employee file" brings together all information about an employee such as: - Contact information • - The list of projects she has worked in - Previous experiences • - Payroll information • Access to these information requires a number of "privileges" which can be flexilby assigned to employees and employee groups.

32. Resource Management Managing of absences – “Vacation Approval Workflow” • Every ]po[ installation can be extended with Dynamic Workflows. • Pre-configured Workflows are available that cover common processes, such as “Vacation Approval”, “Timesheet Approval” and “Expense Approval”

33. Resource Management Skill Management • The freelance "Skills Component" defines several generic skill types that consist of a number of skills. Each Skill can be valuated as "high", "medium" and "low". This information is available to Project Managers and Freelance Managers "at your fingertip" when they need to staff their project with external resources.

34. ]project-open[ Knowledge Management Projectanagement • Project Initiation and Integration • Project Planning • Project Controlling • Project Tracking • Project Collaboration • Resource Management • Knowledge Management

35. Knowledge Management Challenge: • Knowledge is an essential organizational driver in value creation • Because team composition changes there’s a potential knowledge loss between phases and across projects • Transfer of knowledge is relatively expensive but crucial to gain and keep competitive advantage • Where can I access documents I require for my work? a

36. Knowledge Management Collaboration Spaces / e-Rooms • All major ]po[ objects provide a collaboration space ("e-Room") featuring Discussion Forums and File storage related to the specific Project, Customer or User. This functionality may support Project Management, CRM or Provider Management

37. Knowledge Management Permission based “Full text search” • The ]po[ FTI (Full-Text Search Engine) indexes all major objects in the system and allows users to retrieve them quickly and easily.

38. Knowledge Management Wiki and Blog Publishing • The ]project-open[ Wiki module is a standard implementation of a Wiki engine • Every major business object (Project, Customer, User, ...) is mapped to a Wiki page, allowing for seamless integration between structured and unstructured information of a business object. • Learned lessons document to be written at the end of each project are stored in such a Wiki

39. Knowledge Management Portrait and brief presentation • The use of this module increases the knowledge about the members of distributed offices and lowers communication barriers. Project and companies history • ]po[ automatically tracks past company contacts and projects a user has been involved in

40. ]project-open[ Human RessourceManagement Collaboration KnowledgeManagement ProjectManagement CustomerRelationshipManagement ProjectControlling FinancialControlling

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