Program Management Practice Program Management Portal: Overview for the Client © 2011, 2015 BM Corporation 1

Learning Objectives Obtain an Overview of PgMP: 1) Client Education 2) Introduction 3) Access / Login 4) Tool Basics 5) Left Hand Navigation 6) Child Records 7) Tasks in the Portal 8) Portal Functionality 9) Support Model 10) Next Steps 2

PgMP Client Education Suite PgMP Education Suite Link * Recommended Education Module * Main Education Suite 3

PgMP Introduction  Globally standard application tool that includes workflow capability and Contract level customization. It increases customer satisfaction with a standard user friendly format  Allows IBM and its Clients to submit records for all PgMS components, including Requests for Service (RFS), in an audit compliant fashion. Statuses can be checked and approvals given real time via the Web  1200 Contracts worldwide using PgMP  Updated over time to provide requested enhancements, make usability updates and to increase performance 4

PgMP Access / Login 5

Contract Setup – Org. Structure or Multi Tier- Up to 5 layers Single Tier- One layer L1 L2 L3 L2 L3 L4 L5 6

Basics of Contract Setup Continued Roles –User Type Client (8 possible roles) IBM (14 possible roles) –Assignment Type Primary Secondary Client Roles Client Approver Client Budget Approver Client Contract Chg Mgr Client Deliverables Manager Client Focal Point Client Issues Manager Client Read Only Client Requester IBM Roles IBM Business Office IBM Contract Change Manager IBM Country Reader IBM Delivery Coordinator IBM Deliverables Manager IBM Issues Manager IBM Legal Contract Support IBM PE IBM Projects Control Manager IBM Project Team Lead IBM Risk Manager IBM RFS Manager IBM Read Only IBM Solution Design Team Lead 7

PgMP Record Basics – Part 1 Record Elements –Required Fields –Custom Fields Public Client Only –Assigning records Defaults to the record creator –Reassigning records Sample Fields 8

PgMP Record Basics – Part 2 Record Elements –Top Level Records Catalog Only Request Contract Change Issue Request Risk –Child Records Action Approval Attachment Catalog Request Change (CRC)* Comment Issue PCR Risk *Can be viewed but not created by Clients Sample Hierarchy 9

Left Hand Navigation –PgMP Home –My organizations –My work –Active work –Completed work –On hold work –Deleted work –Create –Search for records –Search for attachments –My preferences –Exports –Help 10

PgMP Home 11

My organizations 12

Work Queues My work Active work Completed work On hold work Deleted work 13

Create Make a new record in the portal 14

Search for records 15

Search for attachments 16

My Preferences

My Preferences

Exports

Exports - 2 Attachments Search for attachments Record Attachment list PDF Search for records Take Action column of work queues 20

Help Takes users to the Client User Guide –More details about PgMP Basic Navigation Work Lists Attachments Supporting Assets Workflows Exports –Links to PgMP education videos Microsoft PowerPoints Scripts 21

Supporting Assets Records What Child Records can Clients create /view in the Supporting Assets tab? –Actions –Approvals –Comments –Catalog Change Requests* (view only) –Catalog Only Requests* –Contract Changes –Issues –PCRs –Risks *Note: Catalog Only Requests and Catalog Change Requests are not covered in this presentation. 22

Approvals 23

Comments What is a Comment? –A Comment is text that can be associated with a record What are the attributes of a Comment? –A Comment can be open for discussion or closed which does not allow others to respond to it If a comment is open other users can respond to it and these discussions can be viewed along with the original comment –A Comment must be a child of another record –A Comment cannot have attachments associated with it –Any Client user of PgMP can create a Comment –Comments cannot be put On Hold or Withdrawn –Comments and their responses can only be edited by its creator –Users can subscribe to be alerted whenever a comment is changed 24

Actions What is an Action? –An Action is a record that can be used to track progress on an assigned task that allows attachment of work products What are the attributes of an Action? –An Action cannot be a top level record –An Action can have Approvals, Attachments and/or Comments associated with it –Any Read/Write user of PgMP can work, put On Hold and/or Complete Actions –Actions can be Assigned to anyone who can view its parent –Actions cannot be Withdrawn Closed when completed or no longer needed 25

Contract Chg / Issues / Risks / PCRs/ CRCs What is a Contract Change in PgMP? –A Contract Change is a change to the contract Term, Conditions or Schedules. What is an Issue in PgMP? –An Issue is a program level problem that requires the intervention of the Project Executive and/or the Account management team to facilitate resolution. What is a Risk in PgMP? –A Program Risk is a potential event or future situation that may adversely affect the program that requires the intervention of the PE and/or the Account management team to facilitate effective management. Issues and Risks can be either a Parent or a Child Record What is a Project Change Request? –A Project Change Request or PCR is a directive to implement a change to an approved Request for Service. PCRs can only be a Child Record What is a Catalog Request Change (CRC)* –A Catalog Request Change or CRC is a change to a previously submitted Catalog Request 26

Attachments Associate a document or URL within the portal: –Attachments can be added in several ways: from the Attachments tab of a record from the Select button in the Work list screens for a record from the My Organizations view at the Organization level –New version can be added from the Attachments tab and from the Add new version button on the Attachment List –Multiple attachments can be downloaded and Exported at one time –Important Facts: Can be made visible to all users or just Clients Can be marked “Obsolete” removing them from view Cannot be updated once marked Final The title of an Attachment must be unique No files should contain personal information Can be searched through the Search attachments screen 27

Notes Running dialogues about a record: –Cannot be added to Attachments or Comments –Public record for IBM and the Client –Not exportable –Number of existing Notes will be in listed in the tab 28

Explorer / History / View Audit Explorer Tab –Shows the parent-child relationships between records (Notes are the only exclusion) –Record titles are hotlinks for quick navigation –An asterisk after a record's title indicates it has been subscribed by the user History Tab –What has been done to a record, when and by whom It clearly traces each step a record takes in the process Users can view online or in a printer friendly format View Audit Button –Complete history for one field in a record –Available to any IBM or Client user 29

Copy Create a duplicate of an existing record in the portal 30

On Hold Take a record out of the Active work queue temporarily 31

Withdraw / Unwithdraw Withdraw: Ends the workflow for a record and any associated child records. It removes a record from the Active Work list and places it in the Completed work list Unwithdraw: Reinstates a withdrawn record to the Active work list from the Completed work list 32

Delete / Undelete Delete: Removes a record and all of its children from Active work to Deleted work Undelete: Reinstates deleted records and their children to Active work Only authorized users can delete or undelete a record Attachments cannot be deleted from PgMP 33

Subscribe / Unsubscribe 34

Reassign / Roles Reassign Reassign: changes ownership of a record in the portal –The tool will provide the list of who is eligible to become the owner of a record Roles Reassign: changes a Primary role for a specific record –Located in the Details tab of a record in the Roles twistie –The tool will provide the list of who is eligible to become the Primary for a role for a record 35

Automated Workflows Example of a Basic workflow Note: Users receive automatic notifications when a record is assigned to them 36

PgMP Functionality for Clients Record Types that can be created by Clients are highlighted in yellow and denoted by an asterisk. Click here to download a copy of this chart 37

PgMP Support Model Contact your IBM Account Focal Point for any questions on or issues with PgMP –Examples are: How do I get an IBM ID? I forgot my password. Why can’t I add an attachment to a record? How do I add a comment? Can I print out a list of my Request records? I can’t get into the portal. I receive an error message when I try to submit a request. 38

Next Steps … Additional education Complete any other PgMP modules that fit your job role if you haven’t done so already: –Overview for the Client –Request Management, PCRs and the Client –Contract Management and the Client (Covers Issues, Deliverables, Contract Change and Risk Management) –PgMP Client Catalog –PgMP Client Dashboard Additional information For additional information on PgMP, as well as links to PgMP education view the Client User GuideClient User Guide Account specific information (See IBM Account Focal Point) 39