1. Project Execution Session 2
Execute

2. Training Plan Execute April 20th – Overview at Manager’s Meeting
May 8 – Jun 16 Training by department – 3 Sessions each
Session 1 – Navigation of Tool Bar, Adding Team Members, Setting up Task List
Session 2 – Using Tools (issues log, document repository)
Session 3 – Running Reports, Portfolio views
Jun 23 – Drop in Session for anyone who needs it
Jun 19 – Sep 30 Vendor provided webinar- 4 x 1hr Sessions to be completed by September 30th

3. Sample Training Timeline
Execute
Sample Training Timeline

4. Portfolio Mgmt and Project Reviews
Execute
Process Map
Portfolio Mgmt and Project Reviews
Approval/Funding
Plan
Execute
Monitor
Close

5. Agenda 1 2 3 4 5 Execute Edit/Update Task List
Applications Overview (what are they?)
Track Issues
Manage Documents
Other Applications
Project Status Updates
Update/Edit
Task/Schedule 1
Track Issues 2
Manage Project Documents 3
Other Applications 4
Perform Project Status Updates 5
Covered in session 1

6. Task/Schedule List (Edit/Update Task)
Execute
Task/Schedule List
(Edit/Update Task)
Edit a task = Change basic descriptive information about an item.
Update a task = Provide current information about an item.
This was covered during the previous section. However, this is the most common step to take during the execution phase of the project.

7. Project Applications Required Applications: Execute
Other applications exist to help you “execute your project”
Required Applications:
Each project comes with several applications, opened by clicking the tabs on the left:
Admin is used to update the project profile
Members allows the PM to invite and assign permissions to team members
Tasks holds the project schedule, or Work Breakdown Structure (WBS)
Documents is the native Daptiv Document repository. Works similar to SharePoint for document version control.
Issues is the native Daptiv issues log

8. Issues Execute Native Daptiv application for recording issues
Topic = title for the issue
% = Percent complete
Status: Not Started (blue), In Progress (green), Completed (grey), Overdue (red)
Deadline: Due date for issue resolution
Custom fields added: Resolution and Resolution Date
Other features of Issues
High priority issues populate your status report
Responses allow team members to make comments while working the issue

9. Issues Execute Click the Add button to add an issue.
Required Fields: Topic, Start Date, Deadline, % Complete

10. Issues Assign Issue to Team Member: Execute
Browse the Member Directory to assign one or more people to an issue.*
*Must be a member of the project

11. Issues Updating Issues: Execute
Highlight an issue and right click to see the menu list
Select “Update Issue”

12. Issues View Update History: Execute
Highlight an issue and right click to see the menu list
Select “Edit Issue”
Select “Update History”

13. 1 2 3 Issues Creating Folders: Execute Highlight the issues Folder
Select “Create”
Name your new folder 1 2 3

14. Documents Using the QUICK ADD function: Other features of documents:
Execute
Documents
Using the QUICK ADD function:
In the Quick Add section, browse to the document on your computer
Click Upload
Other features of documents:
Version control stores prior versions of each document
Documents can be electronically approved
All actions (uploads, downloads, approvals, check in/out) are kept in the history log

15. Documents To download a document: Execute Select the folder.
Click on the action arrow next to the document.
Select Download.
You may either open the document or save it to your hard drive.

16. Documents To upload a new version: Execute
Save your updated document to your hard drive.
Select the action button next to the document in Daptiv.
Select Upload New Version.
Browse to the saved document.
Select any members you wish to notify.
Click Save.
Note: The old version is still available in the Version History section.

17. 1 2 3 Documents Creating Folders: Execute
Highlight the Documents Folder
Select “Create”
Name your new folder
Select “OK” 1 2 3

18. Documents ADD Function: Document Approval: Execute
Provides more options
Document Approval:
You decide the routing sequence for each document
Notifications are through the Dashboard, not
If you want to use this functionality, we’ll give you additional instruction, contact us at

19. Documents Documents Actions Menu: Execute Document Details Window
Action Name
Description
Download
 Download the document to edit
Upload New Version
Replaces a document, even if you change the document name or type, and changes the Version number
Check Out Document
Communicates that someone has checked it out, but does NOT prevent downloading/editing by someone else. That requires a lock
Post Comment
Post a comment about a document in the comments log
Edit Comment
 Edit a comment in the comments log
Link to New Item
Allows you to link to a NEW Daptiv item including: Tasks, Risks, Issues, etc. You will prompted to add the new item.
Link to Existing Item
Allows you to link to an existing Daptiv item including: Tasks, Risks, Issues, etc.
Delete Document
Moves a document to the Daptiv Recycle Bin, where it will remain for 60 days, unless you restore or permanently delete.
Set Automatic Notifications
Sends you a notification when the document has been edited, version changed, or deleted.
Send Notification
Sends a custom notification to Project Team Members of your choice.

20. Other Applications Execute Application Name Description Action Items
Track actions not defined in a Project Plan
Audit Checklist
Used by the PMO to monitor documentation compliance in support of standard work (PMO Projects only)
Communications Plan – Internal
Used to identify the types of communication that will be used by the team and who is responsible for managing each. Communications may include meetings, status reports, newsletters or other methods
Communications Plan – External
Used to plan communications outside of the project team
Expenses
Track planned and actual expenses for projects and programs
Key Performance Indicators
Used to document and track measures that will determine the success of the project in meeting organizational goals and objectives. These indicators are business driven, unlike the project driven measures around scope, schedule and budget
PMO Lessons Learned
Used during the closing phase to record the successes, challenges and improvements discovered during the life of the project. These can be used for future projects.
Project Change Management
Used for tracking and approving changes to project scope, schedule, or budget
Team Matrix
Used to identify all of the members of a project team and their roles on the team.

21. Adding Other Applications
Execute
Adding Other Applications
To Add an Application:
Select “Admin” from the left tool bar
Then Select “Manage Applications”
The screen will display the current applications associated with your project
Use the “Add” button to add an application
To Delete an application, highlight the application and right click, then select delete.
Action Items
Track actions not defined in a Project Plan

22. Risks (Optional) Execute Dynamic application for recording risks
Risk Name is the title for the risk
Risk Description is a short description of the risk (positive or negative) to the project
P = Priority (High, Medium, Low)
Status: Not Started (blue), In Progress (green), Completed (grey), Overdue (red)
Probability of Risk Occurring: (5) to Low (1)
Impact if Risk Occurs: High (5) to Low (1)
Custom fields added: Resolution and Resolution Date
Other features of Risks
Responses allow team members to make comments while working the risk

23. Risks (Optional) Execute Click the Add Button to add a risk
Required Fields:
Risk Name
Probability of risk occurring
Impact if Risk Occurs

24. Change (Optional) Execute
Dynamic application for recording project change orders
Used to record any change to project scope, budget, or schedule.
Usually sent out for approval.

25. Expenses (Optional) Execute
Dynamic application for planning and tracking project expenses.
Used to plan the types of expenses expected and track actual expenses incurred
Expense categories are defined by the Daptiv administrator based on organizational needs
Capital vs. Operating Expenses can be used to differentiate expense types.

26. Update
Project Status
Execute
Status Updates are Required Weekly

27. Update Project Status Derived Fields – Automatically Updated Execute
Left side of pop-up window: Work, Schedule and Custom(Expense) fields are updated if you maintain associated fields in Daptiv.
Right side of pop-up window: State, Note, Notification to, Status fields are your subjective assessments of the project.
Derived Fields – Automatically Updated

28. Update Project Status Subjective Fields (weekly update):
Execute
Subjective Fields
(weekly update):
State: On Hold, In Progress, etc.
Update Note: Free Text
Notification to: Send your status update by (optional)
Health Fields: Subjective measures of your project’s health.
Red = Cannot Meet Target
Yellow = Needs Attention
Green = On Plan
Left side of pop-up window: Work, Schedule and Custom(Expense) fields are updated if you maintain associated fields in Daptiv.
Right side of pop-up window: State, Note, Notification to, Status fields are your subjective assessments of the project.

29. Update Project Status Execute Field Name Description Budget Health
This is a subjective measurement of the overall health of your project’s budget (ability to stay on budget) at this point in time. If your project has not started yet or does not have a budget, leave this field blank.
Overall Health
This is a subjective measurement of the overall health of your project at this point in time. If your project has not started yet, leave this field blank.
Phase
If your project has already started, identify the phase that it is currently in. Options for this field are included as a drop-down that includes:
Quality Health
This is a subjective measurement of your project’s quality (or ability to meet the project requirements) at this point in time. If your project has not started yet, leave this field blank.
Schedule % Complete
Derived - Calculated from tasks in the schedule using the formula for calculating summary task % complete. For details, see Percent Complete Calculations.
Schedule Finish
Derived Planned Finish of last scheduled task - If there are no tasks in the schedule, this field is blank. If the schedule has tasks, Scheduled Finish is the end date of the last task.
Note: If all tasks are removed, Scheduled Finish will revert to blank. A status update will be required, however, for this change to be reflected in reports.
Schedule Health
This is a subjective measurement of the health of your project’s schedule (ability meet its timelines) at this point in time. If your project has not started yet, leave this field blank.
Schedule Start
Derived Planned Start of first scheduled task. If there are no tasks in the schedule, this field is blank. If the schedule has tasks, Scheduled Start is the end date of the last task.
Note: If all tasks are removed, Scheduled Start will revert to blank. A status update will be required, however, for this change to be reflected in reports.
Scheduled Duration
Derived The number of working days between Schedule Start and Schedule Finish
Scope Health
This is a subjective measurement of the health of your project’s scope (ability to stay within the boundaries of the scope) at this point in time. If your project has not started yet, leave this field blank.
State
Automatically generated initially, then manually updated during status update. See Workspace State and Approval Status Overview for more information.
Total Scheduled Work
Derived sum of planned work for all tasks in schedule
Update Notes
Manually added during a status update. In some cases may be automatically generated by system during status update.
Total Actual Expense
Derived - Displays IF the expense app is being used and is a sum of all of the actual expenses.
Total Budget Variance
Derived - Displays IF the expense app is being used and is a sum of all of the budget variances
Total Planned Expenses
Derived - Displays IF the expense app is being used and is a sum of all of the planned expenses

30. New Projects Setting up new projects in Daptiv
Execute
New Projects
Setting up new projects in Daptiv
The PMO will do this for you
Contact us or download the form from our website.
Should not take more than 5 minutes to complete
Electronic version has Drop Down Lists and Free Text fields
If you leave it blank, we’ll contact you
Send the form to:

31. Next Steps: 1 2 3 4 5 1 2 3 4 5 Execute Project Execution
Update/Edit
Task/Schedule 1
Track Issues 2
Manage Project Documents 3
Other Applications 4
Perform Project Status Updates 5
Project Execution
Attend Next Session
Find Reports 1
Run Project Status Report 2
Run Portfolio Status Report 3
Executive Views 4
Perform Project Close Out 5

32. Help Lines: Plan Phone A Friend– Call your PM Liaison
Send a message -
Add/remove users
Add a new project
Archive projects
Request a new report
Project Manager
Departments
Paul Amrhein
HSTS
Josh Baumann
Business Systems
Colin Bonner
HIS/Heart
Leann Burns
SOM/UPG
Matt Hartung
Analytics
Mark Jackson
Epic (Clinical)
Michelle O’Hearn
Radiology
Steven Prevost
Telemedicine/Laboratory
Leann Burns (Interim)
Clinical Engineering
TBD
Pharmacy/OR
Epic (Rev Cycle)