1. Project Monitoring & Project Close-Out Session 3

2. Training Plan Monitor Close 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, action items, 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
Monitor
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Sample Training Timeline

4. Important Update
PHI is NOT allowed in Daptiv

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

6. Agenda 1 2 3 4 5 Monitor Close Find Reports
Run Project Status Reporting
Run Portfolio Status Reporting
Executive Tab
Project Close-Out
Find Reports 1
Run Project Status Report 2
Run Portfolio Status Report 3
Executive View 4
Perform Project Close Out 5

7. Report Navigation Reports: Monitor
Select the “Reports” Tab on the Blue Navigation Bar:
Select the “UVA Health System Reports” Folder

8. Project Status Reports
Monitor
Project Status Reports
Recommended use of these reports:
Used by project managers/leads or functional managers who are managing a project
Use in your regularly scheduled team meetings.
Can be high level or detailed
Review project status
Review tasks/milestones
Review issues
Share with the project owner/stakeholder or your supervisor
Communicate project status
Discuss High Priority Issues that might impede project success (aka, ask for help)
Can be scheduled to be ed at a scheduled time to the individuals you choose!

9. Project Status Report Monitor Choose a Project Status Report:
All Tasks AND All Issues (longest)
All Tasks AND High Priority Issues
Overdue Tasks and High Priority Issues (shortest)
Project Tasks Gantt Chart (easy to export)
Project Tasks List (easy to export)

10. Project Status Report Choose a project report to view: Monitor
Use keyword search
“Insert” the project or projects that you would like to view
Select “Run Report”

11. Project Status Report Monitor Recommend viewing status reports as PDFs
Displays most recent “Status Update Note” entered during status update process
Displays all Milestones
Scroll Down on Page to See Tasks

12. Project Status Report Monitor Page 2 of 9
Would you like your project status report to run automatically on a set schedule and be distributed (by ) to specified individuals?
Send your request to:

13. Project Status Report (Project Tasks - List)
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Project Status Report (Project Tasks - List)
View the task list, or export directly to pdf, excel etc.
Select the Project that you would like to view

14. Project Status Report (Project Tasks - Gantt)
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Project Status Report (Project Tasks - Gantt)
Select the Project and date range that you would like to view

15. Portfolio Status Reports
Monitor
Portfolio Status Reports
Recommended use of these reports:
Used by directors/administrators responsible for multiple projects
Use to monitor the status of ALL of your projects
High Level overview of each project
Identify projects that might need your help
Identify projects that need to be updated
Share with the project owner/stakeholder or your supervisor
Communicate status of all projects
Discuss High Priority Issues that might impede project success (aka, ask for help)
Supplement with the Project Status report if you need more detail

16. Portfolio Status Report
Monitor
Portfolio Status Report
Choose a Portfolio Status Report:
Pie Chart View – displays statistics about the portfolio’s completion rate
By Service Line
By Admin Area
Timeline View – displays a Gantt chart of all projects in the selected portfolio

17. Portfolio Status Report (Pie Chart View)
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Portfolio Status Report (Pie Chart View)
2-Page Report
Summary on top, followed by details

18. Portfolio Status Report (Timeline View)
Monitor
Portfolio Status Report (Timeline View)

19. Have you Completed Your Status Updates?
Monitor
Have you Completed Your Status Updates?
Displays all projects with status update >7 days ago
Currently includes all active projects, regardless of state (Not Started, In Progress, Completed, Cancelled)

20. Portfolio Tab Monitor Key Principals:
Portfolio Tab: Users can see all projects, regardless of the user’s membership in projects, but can only see the profile/status information for each project. (Broad and Shallow)
Projects Tab: Users can only see projects to which they belong, regardless of the Daptiv User Profile. This includes administrators! Project membership allows you to see all project information. (Narrow and Deep)

21. Portfolio Tab Several views for the entire Medical Center Portfolio:
Monitor
Portfolio Tab
Several views for the entire Medical Center Portfolio:
Alphabetical
By Health (Red, Yellow, Green)
By Quadrant (Building, Serving, Engaging, Healing)
By Service Line
Each Service Line has two Views:
Primary
Impacted

22. Portfolio Tab (Service Line Primary View)
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Portfolio Tab (Service Line Primary View)
Note that projects are sorted by expected COMPLETION year
Expand
Sorted by Department

23. Monitor
Portfolio Tab
You can set this as your start page when you log on.
Switch to a Gantt view
Investment Maps will not work, since we are not entering expense data yet

24. Archive Documents When you are ready to Close A Project: Close
Archive Documents – We recommend downloading all project documents and storing in a long term location such as the O:Drive
Archive Project - Send to to archive the project in Daptiv. This will remove the project from your view, but it can be recalled in the future if you need to use it.
Archived Projects do NOT appear on most reports, so, archiving will likely occur at the end of the FY.

25. Export Task List (or Save as a Template)
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Export Task List (or Save as a Template)
To Export Your Task List to an Excel Spreadsheet:
To create a template that you can use for future projects:
Open the project that you want to save as a template
Click on the “gear” in the top right hand corner of the screen.
Select “Generate Template”
Follow the template wizard

26. Next Steps

27. Training Summary
Session 1 S E W N
Log On/Change Password 1
Get familiar with the Global Application Tabs 2
Set Up Personal Settings 3
Configure your dashboard 4
Get Familiar with Help Tools 5
Session 1
Update Project Profile(s) 1
Add Team Members 2
Think about your Work Breakdown Structure 3
Develop Task/Schedule List 4
Get Familiar with the Gantt Chart View 5
Session 2
Update/Edit
Task/Schedule 1
Track Issues 2
Manage Project Documents 3
Other Applications 4
Perform Project Status Updates 5
Session 3
Find Reports 1
Run Project Status Report 2
Run Portfolio Status Report 3
Executive View 4
Perform Project Close Out 5

28. Training – Next Steps Training Plan
Jun 23 – Drop in Session for anyone who needs it
10AM – 2PM
Training Room 2, Stacey Hall
Stop by with your questions/concerns
Jun 19 – Sep 30 Vendor provided webinar- 4 x 1hr Sessions to be completed by September 30th
Will send an with instructions on how to sign up for classes

29. Workplan – Next Steps
6/30 – PMO will ensure projects that are on the workplan are loaded in Daptiv
7/1 – 7/14 You update projects:
Update Project Profile
Add Team Members
Add at least 4 tasks to the task list (start date, end date, and two milestones in between)
Update Project Status
7/18 First “HIT Portfolio Report” presented at Rick’s Leader Meeting
WEEKLY You update project status

30. Help Lines: 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)