1. Project and Portfolio Management
Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.

2. Training Objectives Learn how to utilize the PPM tool.
Exposure to the State Project Framework. .
This is not a project management training to teach you how to be a project manager.
It will not show you how to determine resource needs.
It will not show you how to create a work breakdown structure, predecessors, cost analysis, etc. that you would do as a part of a normal PM work.
This implementation is Out of the Box functionality with some configuration, so things are going to look different than what you are used to.

3. OMES/ISD Project Portfolio Methodology
Project Management Framework
Basic roadmap to successful project achievement
Method to achieve the benefits ISD expects from its investment in an IT project
Portfolio Management
Identify, prioritize, and authorize projects
Monitor & Control
Performed to observe project execution so that potential problems can be identified and corrective action can be taken to control the execution of the project
Performed in order to meet performance objectives in each phase of a project

4. OMES/ISD Project Portfolio Management Framework
All Projects with a Cost of $15,000 or More Will Follow This Framework
Project Management Process Groups Defined 1
Initiation
Concept
Planning
Execution
Close
Identifies a project
idea, potential
benefits and
initial scope
Defines and
authorizes a
project or project
phase
Defines objectives
Plans the course
of action required
to attain objectives
Integrates people
and other
resources to carry
out the plan
Formalizes
acceptance and
brings project to
an orderly close
Project Management Process Group Deliverables
Initiation
Concept
Planning (1)
Execution
Close
Updated Portfolio
High Level Plan +-50%
Business Case/CBA
Risk/Value Assessment
Updated
Portfolio-Scorecard
Detail Plan +-10%
Scorecard
Monthly Status
Completion Metrics
Milestone Plan 2
Initiation
Concept
Planning
Execution
Close
Project Manager updates Portfolio
IT Oversight Committee
approves projects for
Project Manager
completes deliverables
moves projects to
PMO collects and
compiles metrics
Project Management Process Group Responsibilities 3
(1) If planning phase cost is greater than $15,000 a detail plan and monthly status for the planning phase will be required

5. Process Framework Concept Initiation Planning Execution Close
Updated Actuals
Updated Business
Captured Metrics
Concept
Updated Portfolio (Cost > $15,000)
Name, Description, Initial Benefit, Initial Scope
Planning
Updated Portfolio-Scorecard
+/- 10% Milestone Plan
Updated Business Case
Updated Risk Assessment
Execution
Monthly Status
Initiation
+/- 50% Milestone Plan
Business Case
Risk Assessment
Monitor
and
Control

6. Concept Evaluate a New Project Idea Concept
Close
Captured Metrics
Updated Business Case/CBA
Updated Milestone Plan
Updated Portfolio-Scorecard
Initiation
+/- 50% Milestone Plan
Business Case/CBA
Risk/Value Assessment
Concept
Updated Portfolio (Cost > $15,000)
Name, Description, Initial Benefit, Initial Scope
Execution
Monthly Status
Planning
+/- 10% Milestone Plan
Updated Risk/Value Assessment
Propose a new project idea
Define preliminary description, benefits, scope
Update Portfolio List, but creating a proposal in the tool
No work is being done
Project is identified for future (opportunity map)
The portfolio entry in the Concept Phase is the highest level overview of the major parameters of the project.

7. Initiation Define the Project Concept
Research initial scope – what the project must deliver
Estimate initial costs, time schedule, and resource commitments
Identify initial issues and constraints
Develop the High Level Plan
Create Workplan
Create Staffing Profile
Create Financial Summary
Develop the Business Case/CBA
Complete the Risk & Value Assessment
Budgetary numbers are created during budgeting cycle
High level estimates are created to make sure management wants to proceed
Time spent in this phase is minimal
Initiation
+/- 50% Milestone Plan
Business Case/CBA
Risk/Value Assessment
Updated Portfolio-Scorecard
Concept
Updated Portfolio (Cost > $15,000)
Name, Description, Initial Benefit, Initial Scope
Planning
+/- 10% Milestone Plan
Updated Business Case/CBA
Updated Risk/Value Assessment
Updated Portfolio-Scorecard
Execution
Monthly Status
Updated Portfolio-Scorecard
Close
Captured Metrics
Updated Business Case/CBA
Updated Milestone Plan
Updated Portfolio-Scorecard
The project in the Initiation Phase is researched to a +/- 50% estimate.
No resources are assigned.

9. Planning Plan the Project Concept
Plan and estimate the work and costs involved
Balance scope, schedule and costs to deliver the requirements
Document issues and constraints
Develop the Detail Plan
Update Workplan
Update Staffing Profile
Update Financial Summary
Update the Business Case/CBA
Update the Risk & Value Assessment
RFP’s are in this phase
Fit-Gaps are in this phase
You must have a committed plan and resources to leave this phase
You must have signed contracts, requisitions etc to leave this phase
You must have agreement on how the project will be paid for
When you leave this phase you are accountable for cost and budget
In most cases the planning phase is not a project
Plan the Project
Concept
Updated Portfolio (Cost > $15,000)
Name, Description, Initial Benefit, Initial Scope
Initiation
+/- 50% Milestone Plan
Business Case/CBA
Risk/Value Assessment
Updated Portfolio-Scorecard
Planning
+/- 10% Milestone Plan
Updated Business Case/CBA
Updated Risk/Value Assessment
Updated Portfolio-Scorecard
Execution
Monthly Status
Updated Portfolio-Scorecard
Close
Captured Metrics
Updated Business Case/CBA
Updated Milestone Plan
Updated Portfolio-Scorecard
The project in the Planning Phase is planned to a +/- 10% detailed estimate.
Resources are planning, estimating, analyzing, assessing, documenting.

10. Execution Create and Implement the Project Deliverables Concept
Design, develop, configure, test, review, verify, assess, deploy and document project deliverables
Monitor schedule, costs and deliverable progress
Manage and control the work, costs and changes
Communicate progress, issues and resolution
Approve deliverable readiness
Release, transfer deliverables to customers
Obtain feedback and sign-offs
Report status
Update your project information
Update Workplan – Completed Tasks, actual hours
Update Financial Summary - With actuals, invoices
Concept
Updated Portfolio (Cost > $15,000)
Name, Description, Initial Benefit, Initial Scope
Initiation
+/- 50% Milestone Plan
Business Case/CBA
Risk/Value Assessment
Updated Portfolio-Scorecard
Planning
+/- 10% Milestone Plan
Updated Business Case/CBA
Updated Risk/Value Assessment
Updated Portfolio-Scorecard
Execution
Monthly Status
Updated Portfolio-Scorecard
Close
Captured Metrics
Updated Business Case/CBA
Updated Milestone Plan
Updated Portfolio-Scorecard
Resources are performing the work to create and deploy the project deliverables outlined by the detail milestone plan.

11. Close Complete the Project Concept
Updated Portfolio (Cost > $15,000)
Name, Description, Initial Benefit, Initial Scope
Update Business Case/CBA (Actuals) – Upload to tool
Close the Workplan
Close the Financial Summary
Close the Staffing Profile
Update Project
Actual Completion Date
Actual Cost
Project Closing Statements
Request Closure of the project
Initiation
+/- 50% Milestone Plan
Business Case/CBA
Risk/Value Assessment
Updated Portfolio-Scorecard
Planning
+/- 10% Milestone Plan
Updated Business Case/CBA
Updated Risk/Value Assessment
Updated Portfolio-Scorecard
Execution
Monthly Status
Updated Portfolio-Scorecard
Close
Captured Metrics
Updated Business Case/CBA
Updated Milestone Plan
Updated Portfolio-Scorecard
Resources are released to other projects or operational demand.

13. If nothing ever changed, there'd be no butterflies.

14. Training Instructions
Keep an open mind.
Don’t let the tool overwhelm you.
Videos – Do not follow along with the videos on your screen, they are available after the class.
Labs – They are not a detailed instruction set, so pay attention to the video and feel free to play around.

15. Implementation Timeline
Verify your project information
Update the tool Project Information
Pull Project Review Reports
August 30th
September

16. The Tool This training HP Project and Portfolio Management Center
Dashboards
Portfolio Optimization
Project Management
Portfolio Management
Program Management
Financial Management
Time Management
Resource Management
Demand Management
Workflow
Administration

17. Services Schedule Cost Rollup Service – Runs Every Hour
Exception Rule Service – Runs Every Hour
Financial Metrics Update Service – Runs Every 24 Hours
Financial Summary Rollup Service – Runs Every 3 Hours
Notification Service – Runs Every 20 Seconds
Project Health Service – Runs Every 5 Minutes
Resource Pool Rollup Service – Runs Every 5 Minutes
Staffing Profile Financial Summary Sync Service – Runs Every 5 Minutes
Staffing Profile Period Sum Update Service – Runs Every 5 Minutes
Task Actual Rollup Service – Runs Every 250 Seconds
Task Scheduler Service – Runs Every Minute

18. Request Types in PPM Proposals – Project ideas, in Concept Phase.
Projects – Projects that have been approved to go to Initiation.
Project Risk – Risks identified for a project
Project Issue – Project Issues
Project Scope Change – Project Scope Changes
Program Risk – Risks identified for a program
Program Issue – Program Issues
SW Enhancement- General idea of a change to an existing application
Technical Enhancement- General idea of a change to an existing infrastructure.
Change Management- Changes to infrastructure and software.
APM- Application, Location, Server, and Process tracking.
Request User- User additions and modifications request.

19. PPM Project Number vs. Peoplesoft Project Number
Concept
(Proposal Number)
Initiation
(PPM Tool Project Number)
PeopleSoft Project Number

20. Introduction & Navigation
Video
Login
Explain the difference between a Private & Shared Dashboard
Navigate to a dashboard
HP Saas Documentation
Edit your profile
View My resource Information, how to request it be updated.
Review the main navigation buttons, breadcrumbs and search menu

21. Documentation Located on the J Drive;
J:\Function\PMO\PortfolioManagement\Framework Templates\PPM91 Documentation

22. Login Screen https://ppmtest-sook.saas.hp.com

23. Lab 1 Login to the tool: https://ppmtest-sook.saas.hp.com
Username: Student## (Where ## is the number you have been assigned)
Password: trainme
Navigate to the Technology Services Shared dashboard
a. Dashboard > Shared > Technology Services
Navigate to the Revenue Business Segment dashboard
a. Dashboard > Shared > Business Segment > Revenue
Add the dashboard you have open to your “My Links”
Mylinks>add this page to mylinks
Open your Profile information and change your work plan preferences
Open>Administration>Edit My Profile
Change the Project Work plan Preferences to 100 tasks per page.
In the Search Menu, search for request (OR) in the upper top right corner use the search box.
STOP – END OF LAB

24. Dashboards Private Dashboards – only you have access to see
Shared Dashboards – everyone has access to see
Team Member (P)
Business Segments
Project Manager (P)
Agency
Can personalize some shared dashboards to filter to only show certain projects you are assigned, programs where you are the manager, etc.
(P) indicates those which you would need to personalize to filter and show only your information.
Team Manager (P)
Technology Services
Business Applications
Program Manager (P)

25. Dashboards
A View into the Data within the Tool
Portlets
Dashboard

26. Types of Portlets
Lists
Charts

27. Dashboard Video Video Defaulting your dashboard
Copying and customizing a dashboard

28. Lab 2
Personalize your Project Manager Dashboard for your assigned Projects.
Copy and paste from your shared dashboard (Under Dashboard Templates) to your private dashboard the Project Manager dashboard.
Use your pencil to customize your filters for EACH portlet on this dashboard as follows:
*You must save before switching between portlets*
Project Plans Waiting for Approval: Project Manager = You (Student##) – Found under the Proposal Details Section.
Projects Ready for Governance Board Review = Project Manager = You (Student##) – Found under the Proposal Details Section.
Projects in Execution = Project Manager = You (Student##)
Scorecard (Under Program Manager Template) = Project Manager = You (Student##) – Found under the Project Details Section.
Resource Request Portlet (Under Team Manager Template); Staffing Profile Manager = You (Student##)
Resources Fulfilled Portlet (Under Team Manager Template);; Staffing Profile Manager = You (Student##)

29. Break
Change is the law of life and those who look only to the past or present are certain to miss the future John F. Kennedy

30. Proposals
Proposals are the submission of the general idea of a project to be further evaluated to see if the organization/agency wants to move forward to establish a project.
Proposals = Concept Phase
Proposals can be submitted by anyone who has access to the tool.
Stakeholders who do not have access, can request a new proposal through the Help Desk and will be assigned to the Portfolio Managers who will submit on their behalf.

31. Project Work Flow Concept New Prog Mgr
Ready for Governance Board Review
Prog Mgr
Initiation
Develop High Level Business Case
Project Mgr

32. Project Work Flow High Level Business Case Ready for Approval
Initiation
New
Prog Mgr
Develop Detail Level Business Case
Planning
Project Mgr
Finance Review
Planning
Finance Mgr

33. Project Work Flow Waiting for Detail Plan Approval Planning Prog Mgr
Execution
Execution
Project Mgr
Project Close Out
Execution-Close
Project Mgr

34. Project Work Flow AUDIT: Was a Work Plan created?
Requesting Closure
Execution-Close
Closed
Close
AUDIT:
Was a Work Plan created?
Were Estimates put into the Financial Summary?
Were Actuals posted into the Financial Summary?

35. Create Proposal Video
Video

36. Business Segment Business Unit Agency Names Department
Construction
Education
Eligibility & Insurance
Finance & Regulatory
Health
Natural Resources
Public Safety & Defense
Revenue
Other
Business Unit
Agency Names
Department
For those agencies that are on the tool, the list of their departments.

37. Lab 3 Lab 3 Continued……… Create a new Proposal
Name the Proposal: [your name]-Lab3 Proposal.
Set the project manager to yourself.
Set the Start Period to today’s month and year.
Complete the other required fields.
Submit the proposal
Go to your Private Project Manager Dashboard, you should see it in your first portlet “Project Plans Waiting for approval.
Lab 3 Continued………

38. Lab 3 Continued Lab 3 Continued………
Select on the Proposal Number and select Completed under the available actions. You should notice that it goes to Ready for Governance Board review in the status.
Go back to your Project Manager Dashboard, you should notice that it now shows up under the Ready for Governance Board Review portlet. It will stay in this status until a Program Manager or Portfolio Administrator gets approval to move the project forward, thus causing it to go to Initiation.
Lab 3 Continued………

39. Lab 3 continued
Select the Proposal Number again, and click the Approve button, you will notice it is now requiring you to enter additional fields:
Assign yourself as the project manager,
Finish Period of 4 months from today
High Level Detail Plan Due Date: 15 days from today
Set Program: Pick one of your agency programs
Cost Center & Activity Codes: Chose your agency codes
Is a time entry project ID needed? No
Put “Approved by Governance Board on [today’s date].
Select Continue Workflow action; this will create a new project.
If you scroll to the bottom of the page, you will notice there is now a Project reference with a new project ID under the relationship details.
If you go back to the Dashboard, you will notice that the project is no longer on the Project Ready for Governance Board Review list and now on the scorecard in the Initiation phase and Develop High Level Business Case Status.

40. Reviewing Project Information
Video
Reviewing the Project Summary Tab
Reviewing the Project Details Tab
Reviewing the Project References Tab

41. Risk and Value
Each project will need to have the Risk and Value assessment performed.
This is done by answering the questions within the tool on the Project Details Page under the Value ratings and risk ratings.

42. Lab 4
Review a Project
Use your dashboard or the search function to find your project you created in Lab 3.
Answer the questions on the Project Details Tab for Risk and Value.

43. Lunch

44. Portfolios & Programs State Technology Services
Application Development
Information Security
Network/Telecomm
Etc……..
Shared Business Applications
OK.Gov
Treasury
Licensing & Grants Provisioning
Human Capital Management
Financials
Education
State Department of Education
Career Tech
Libraries
Historical Society

45. Programs and Projects PROJECTS: Tourism Consolidation
Technology Services
Desktop
Servers
Agency by Agency
Service by Service
Service by Agency
Small Agency
Tourism Consolidation
EBC Consolidation

46. Business Segment Programs
Agency
Business Function

47. Project Management Each project is assigned to a Program
Each project is assigned to a Project Manager
Project Manager Responsibilities:
Review Project risks, issues, and scope changes.
Assure all information is up to date for their projects for
Project Review and Governance Board meetings.
Financial Summary (Financial Estimates & Actuals)
Staffing Plan (Workload of internal staff)
Work Plan (The project schedule and staff hour actuals)

48. Program Management Each Program is assigned to a Program Manager.
For Example: Bob Walker = Program Manager for Network/Telecomm Program.
Program Manager Responsibilities:
Look at dashboards.
Review Program risks, issues, and scope changes.
Assure all information is up to date for
Project Review and Governance
Board meetings.

49. Portfolio Administrators
Portfolios are assigned to the Portfolio Manager For
Example: PMO office = Portfolio Manager for OMES Portfolio’s.
Portfolio Manager Responsibilities:
Review all proposals and determine validity and are complete.
Move projects through Governance Board approval gates.
Compiling reports for Project Review and
Governance Board meeting support.

50. Projects belonging to Multiple Programs
Sometimes we want projects to show up on Multiple Dashboards. Example: The Consolidation Projects need to be on the Consolidation Dashboard and the Program Management Dashboard (PPM Tool) This project is a Service by Service Consolidation managed by the PMO. (OR) The Consolidation of Health, you would want to see it on the Consolidation Dashboard and the Health Dashboard.

51. Program Roll-up
A project can only be rolled up, i.e.-their costs and actuals to one Program. You can have Programs that exist that do not do cost roll-up. Therefore, the PMO Program is configured to do cost and actual Roll-up. There are Consolidation Programs that does not do cost and actual roll-up.

52. Projects belonging to Multiple Programs
Consolidation Dashboard
Program Management Dashboard
PROGRAM:
Agency by Agency Consolidation
PROGRAM:
Agency by Service Consolidation
PROGRAM:
Service by Service Consolidation
PROGRAM:
PMO
PROJECT: PPM tool Pilot

53. The Difference?
Non Financial Program – Service by Service Consolidation
Financial Program – PMO Consolidation

54. Add Projects to a Program
Video

55. Lab 5 Add your project to a second program
Go to Open>Program Management>Search Programs
Search for Programs that you (Student##) are the program manager
Select the Program for which you are a program manager
Scroll down to the content section and select the Add Content Button
Find your project and select add
To remove the project from the program, select the project – not the hyperlink, but somewhere on the line, then click the remove content button.

56. High level & Detail Level Plans
The Plans are made up of three sections of the tool:
Staffing Profile – For Internal Labor estimate.
Work plan – For internal labor actuals.
Financial Summary – For External labor and Non-Labor Estimates and Actuals.

58. Financial Information
Cost Categories
Non-Labor
Hardware
Software
Training
Other
Labor
Internal
External
Financial Summary
Non-Labor Planned and Actual
External Labor – Planned and Actual
Staffing Profile
Internal Labor Planned (From staffing needed for the project)
Work Plan
Internal Labor Actual
(From the actual hours entered on tasks)
Financial Summary (Planned Costs and Actual Costs)

59. Costs Non-Labor (Planned) – Put in Financial Summary
Non-Labor (Actuals) – Put in Financial Summary
Labor (Planned)
Create Staffing Profile, will rollup to Financial Summary Labor
Create Work plan, input actuals, will rollup to Financial Summary

60. Project Management Work Flow
Create Work Plan
Create Staffing Profile
Request Roles
Create Financial Summary
Get High Level Plan Approved

61. Work Plans Work plans are basically your project schedule.
List of tasks and who is going to do them, how long it will take to do them and in what order.

62. Work Plans Minimal Fields that need to be entered to a work plan
Task Description
The begin and end date of the Tasks

63. Creating your Work Plan
Video

64. Lab6 Create your project work plan.
Open your project; go to the Project Summary Tab; In the Work Plan section, select Create work plan from Template; Select the State Template
Notice you have tasks created for you, the start date will default to your begin period of your project.
To be able to enter Start Date, End Date and Effort; you will need to click on the hyperlink next to the words: “Entering Scheduled Start and Scheduled Finish “ CHANGE; select this and make sure the middle radio button is selected.

65. Lab6…continued Update the Tasks as follows:
For the following tasks under Initiation: Set the Begin Date to the first day of your project and an end date 30 days from the begin date and the Role for each of these task as the Project Manager.
Complete Staffing Profile, Financial Summary, Work plan,
Risk & value Assessment,
Identify Initial Issues and Risks
Continue to modify your tasks so that planning is done in the following month after Initiation, and Execution the following month after Planning and Close the month following Execution.
Now if you go back to your project summary tab, you will notice the Gantt chart view of your high level tasks in your Work plan portlet and your Milestone dates in your Milestone Summary.

66. Staffing Profile
Once you are assigned a Project, you will need to create a staffing profile by:
Determining roles for your project
Requesting those roles from the resource managers.

67. Staffing Profile
Staffing Profiles allow you to obligate a staff’s time without detailing the specific tasks they are to do.
Detail tasks are done in the Work Plan, however the resource will be obligated and assigned to the project based on the staffing profile.

68. Staffing Profile vs. Work Plan
Employee hours per week
Employee hours per week
Work Plan
Employee 1 - Monitor Project – 36 hours
Employee 2 – Develop Requirements - 32 Hours

69. Staffing Request Process
Project manager Requests Staff
(Staffing Profile)
Resource Pool Manager commits and Assigns Resources to the project (Staffing Profile)
Labor Planned Hours are updated into the Financial Summary
Project Manager assigns tasks to the resource in the Work Plan
Actual Labor Costs are uploaded to the Financial Summary from the Work Plan
Project Manager Enters Actual Hours worked in the Work Plan

70. Roles Determine how many hours per week or month you will need the resource
Business Analyst
40 hours per week for 8 weeks
Project Manager
20 Hours per week for 16 weeks
Developer
10 Hours per week for 6 weeks

71. Staffing Profile Statuses
In Planning. The staffing profile is being developed.
Active. The staffing profile is available to execute (has to be active to request the resources).
Complete. The staffing profile has completed the execution phase.
Cancelled. The staffing profile has been cancelled.
Lock Down. The staffing profile has been locked and is read-only (cannot be updated).

72. Creating a Staffing Profile
Video

73. Lab 7
Creating a staffing profile
From the Project Summary tab, scroll down to the Staffing portlet, select Create a Staffing Profile.
The Start and End Period should default to the begin and end period of your project.
Change the Status to Active, Click Create
Select Add a position Button.
In the Role Required, Select Business Analyst, and the Resource Pool of ISD-CORE, Enter 40 in each of the weeks for the first two months of the project. Click the Advanced Tab and select “Internal Labor” for the Cost Category. Select Add Another Button
In the Role Required, Select Project Manager, We are now going to select a specific resource for the Project Manager, Select on the Project Manager, in the specific resource requested field, enter Fonda Logston and select Enter 20 hours for 16 weeks starting the first week of the project; Click the Advanced Tab and select “Internal Labor” for the Cost Category. Select Add Another Button
In the Role Required, Select Developer, Select The resource pool of ISD-Peoplesoft Developer ; Enter 40 hours for each week for the last two months of the project; Select Add
You now need to send the resource requests to the Resource Pool Managers; Select Send Resource Request Button.
You can send all the roles at once, or only the ones you select; You can also put in a date that you want a response; Enter Friday’s date in each of these. Select SEND
You will notice the Status goes to Requested.
If you go to your Project Manager Dashboard you created in lab 2, you will notice you now have something in your Resource Request Portlet.

74. Break

75. Financial Information
Cost Categories
Non-Labor
Hardware
Software
Training
Other
Labor
Internal
External
Financial Summary
Non-Labor Planned and Actual
External Labor – Planned and Actual
Staffing Profile
Internal Labor Planned (From staffing needed for the project)
Work Plan
Internal Labor Actual
(From the actual hours entered on tasks)
Financial Summary (Planned Costs and Actual Costs)

76. Inputting Planned Costs into Financial Summary
Video

77. Lab 8 Input Planned Costs
Enter the estimated costs into the Financial Summary cost lines.
Go to the Project Summary tab, scroll to the bottom, within the Project Cost Portlet, click on the View Financial Summary.
Scroll to the bottom and select the Edit Costs Button.
Select the Add Cost Line Button
Select Type: Non-Labor, Category: Software (click Add Another)
Select Type: Labor, Category: External Labor (click Add Another)
Select Type: Non-Labor, Category: Other (Click Add)
For Software; put the entire $53,000 in the first month of the project.
For External Labor, spread the $71,000 between each month of the project.
For Other, spread the $20,000 between five months of the project; putting $4,000 in each month.
Your total should add up to $144,000. Click Done;
You will notice the Total Forecast Cost is now $144,000 + the internal labor costs from your staffing profile.
Select Done

78. Assign Resources
Promised - Promised allocations are resource allocations who are not specifically named or identified. They can be used when a resource is allocated but the resource is not defined in PPM Center (for example, a subcontractor). Or, they can be used to commit resources and then assign a specific resource at a later time. (Should only be used during Initiation Phase)
Committed - Amount of effort provided by allocated resources that are committed.
Soft Booked - Amount of effort provided by allocated resources that are not yet committed.
Unmet Demand – the number of hours or FTE that are needed to fulfill a resource request for a project.
Remaining Capacity – The total capacity of a resource less the total assignments they are committed to soft booked to.

79. Process Framework Concept Initiation Promised with No Name
Close
Updated Actuals
Updated Business
Captured Metrics
Concept
Updated Portfolio (Cost > $15,000)
Name, Description, Initial Benefit, Initial Scope
Planning
Updated Portfolio-Scorecard
+/- 10% Milestone Plan
Updated Business Case
Updated Risk Assessment
Execution
Monthly Status
Initiation
+/- 50% Milestone Plan
Business Case
Risk Assessment
Promised with No Name
Or Soft Booked with a Name
Soft Booked with a Name or
Committed with a Name

80. Approving Staffing Requests
Video

81. Approving Staff Requests
Lab 9
Approving Staff Requests
Go to your private Project Manager dashboard, VIEW the Resources Requested Portlet.
You will notice that you have 3 unmet demand for this Staffing Profile or Project. select the staffing profile you just created.
Select the checkbox next to the unmet demand under Business Analyst , Select the Resource Finder Icon next to the Assign Button;
The list that comes up, are those individuals that are in the role of Business Analyst; select several from the list. Select View Resource Load
You will notice it now shows you the Total Capacity, Total Assignments and Available Capacity, if you click on the Assignment Details Hyperlink at the top of the page; it will also show you the projects they are already committed to. This screen will allow you to determine which resources are available during the time that is being requested. When you are done looking at this screen, select DONE.
You can now unselect those people you do not which to assign, leaving only the person you want to assign to this project and click the ASSIGN button.
You will notice the person’s name at the top of the screen, and a list by week how much capacity is available from the Resource Pool. Change the Drop Down from Soft Booked To Committed; Select Done.
For the Developer you will need to select at multiple resources to meet the demand requested.
Do the same thing for each of the Roles.

82. Break
END FOR THE DAY

83. Project and Portfolio Management
Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.

84. Viewing your Plans
The steps that are required for completing the initial or detail planning for your project include completing the following :
Work plan,
Staffing profile
Financial summary
The next step, is to indicate you are done with the high level plan by clicking on the Complete button on your project details tab,
This is the view that will be used for the project review meetings.

85. Viewing & Submitting your Milestone Plans
Video

86. Lab 10 Username: Studentxx Password: trainme Export your Plan,
Open your Project; Go to the Project Summary Tab; Select the Export to PDF (in the upper left hand corner)
Select the Display header, Display Title and Display timestamp
Expand the Choose Portlets
Select the following portlets
Project Summary and Health
Work Plan
Milestone Summary
Issues (If you have any, if not, then do not select this)
Project Cost
Select Portrait and click EXPORT
Submit the request to have your high level plan project reviewed.
Go to the Project Details Page; Select the Complete Button;
In the Notes section; Put High Level Plan Ready for Approval.
Select Continue Workflow
If you go back to your dashboard for your agency, you will notice the project is now in the Project Plan Waiting for Approval Portlet in a status of High Level Business Case Ready for Approval.
Approve the High Level Plan
Go to the Project Details Page; Select Approve
In the Notes Section; Put High level Plan Approved
If you go back to your dashboard for your agency, you will notice the project is no longer on the Project Plan Waiting for Approve Portlet, but does show up on the Score Card and Project List.

87. Baselines & Snap Shots
There are 2 times during a project that the system will automatically take a Snapshot of your Financial Summary and a Baseline of your Work Plan.
When your High Level Plan is Approved
When your Detail Level Plan is Approved

88. Lab 11 Review your Baseline for your project;
Go to the Summary Tab of your project; in the work plan portlet, click the View Baselines button.
You will notice a baseline named High Level Business Case Approved.
Review your snapshot of your Financial Summary;
Go to the Summary Tab of your project; in the Project Cost Portlet, select the View Financial Summary Button;
Click on the View Snapshots hyperlink in the Summary section.

89. Weekly Update Process
There are 3 things that need to be updated each week.
Your work plan needs to be updated;
With updated percent complete on the tasks
With actual hours worked
Your Financial Summary needs to be updated.
With actuals for the non-labor cost categories.
Update your notes section with the current status.

90. Weekly Update Process
Video

91. Peoplesoft Project Time Report
Video
Each person will have to request access to the HCM system and to the below query:
GO_TL_REPORT_HOURS_BY_PROJECT

92. Lab 12 Edit your work plan Update your financial summary
Add 160 hours for the first Month of your project.
Select on the Initiation Task; Click the Add button (+)
Add a line name it: Month Year (the first month and year of your project)
Complete all the Initiation and Planning Tasks
Update your financial summary
Go to: Project Summary Tab>View Financial Summary>Edit Costs Button
Make sure the Forecast and Actuals Hyperlink is selected
For the first month of the project;
Enter a $30,000 invoice for Software
Enter a $10,000 invoice for External Labor
Add a user note (This can be found on the Project Details Tab, scroll down to the Notes section) with a status of: “Project is going well, waiting on sponsor approval of deliverables”

93. Process Library
Process Library Video An Online Library of the Project and Portfolio Processes. Categories: Roles Disciplines Work Products Life Cycle

94. Lab 13 Go to the process library,
Look up what deliverables the Portfolio Administrator is responsible for.
Lookup who is responsible for The Close Project Task within Project Management.
Lookup who is responsible for creating the Opportunity Map within Portfolio Management

95. CBAs CBA – Cost Benefit Analysis
Required on all Consolidation or Cost Savings Initiatives and any other time Management deems necessary.

96. Summary Project Information Agency/Department Project ID (CRM#)
Cost Benefit Analysis
Summary Project Information
Agency/Department
Project ID (CRM#)
Project Description
Original Creation Date
Project Owner
Revision Number
Project Manager
Revision Date
Current Costs and Benefits
Source
Detail
Impact Rationale
Year 1
Year 2
Year 3
Year 4
Year 5
Year 6
Network/VOIP
$0.00
Hardware
Software
External Labor
Internal Labor
Internal Travel, Training, Misc
Current Catalogue Services
Business Benefits
Total Current Costs and Benefits
Future Costs (One-time and Ongoing Costs)
Item
Internal Travel Training Misc
Catalogue Services
Total Future IT Costs
Financial Analysis Summary
Financial Summary (calculated from lines above)
Net Present Value (NPV) of Project Cash Flows:
TIMELINE
Payback Period (months)
0.00
Net Per Year:
IT Cost Reduction %
0.00%
Value Score
Risk Score
Discount Rate:
4.00%

97. CBA
Video

98. Lab 14
Using the financial information in your project, create a CBA for your project.
Go to the Process Library and Find the CBA Template.
On the Future Costs Tab, Update the Template with the below information;
In the Internal Labor costs section, enter 35,000 in the Total Salary, put 5 in the estimated annual % column. (This is indicating it is going to take 5% of the project staff time to perform continued maintenance on the software.
In the Software section, enter 1 license and $53,000 in the Annual SW Cost per license and 20% in the Annual Maintenance.

99. Lab 14…Cont
In the professional services section, put 710 in the # of hours and in the rate with 0 in the Ongoing %
In the Internal Training/Travel/Misc section, put Training in the Item, put 1 in # items, put $20,000 in the Annual Cost per item and put 0 in the Annual Maintenance.

100. Lab 14…Cont
On the Current Costs Tab, Update the Template with the following information:
The current internal labor cost for the existing system that this is replacing is 2 full time people at a salary of 52,000 per year. In the Internal Labor costs section, create two lines, one for each FTE enter 52,000 in the Total Salary, leave Benefit Pct column and put 100% in the estimated annual % column. (This is indicating it is would take 100% of the project staff time to perform continued maintenance on the software.)
In the Software section, enter 100 licenses and $5,000 in the Annual SW Cost per license and 100% in the Annual Maintenance. (For the cost of the SW licenses)

101. Lab 14….Cont
Look at the Cost Benefit Tab, you will notice a NPV a Payback period and a IT Cost reduction is computed.
Go to your project, enter this information in your project details tab, under the Business Case Details Section:
Upload the CBA to the Project.

102. CRM Employee Self Service
If you have any questions or concerns regarding the PPM Tool you should create a CRM case.
To Add a Case:
Log into CRM ESS, Select Help Desk, then Select Add Case.

103. Completing the CRM Ticket
Business Unit: Is always OSF Service Desk.
Customer: Defaults to the User. However, this field can be changed by selected the Edit Employee Link.
Account Number: Is not active, at this time.
Case Type: Options are Request Fulfillment or Incident Management.
Request Fulfillment is uses at all other times.
Incident Management is used is something is broken or about to break.
Product Group: Is always Customer Support
Product: Select Customer Service (as it is the only option).
Category, Specialty Type & Detail: Select the option that best fits the problem.
Priority: Defaults to Priority 3.
Severity: Defaults to 3. Low.
Problem Summary: Provide a brief summary of your problem. This field is used just as a subject line is used in an .
Problem Details: Provide a detailed description of the problem, including any error messages received.
Attach a File: Attach screen shots of error messages, reports, and other documentation that will assist with the quick resolution of the problem.
*Note: The following fields are not used by the OMES Service Desk: Account Number, Product Hierarchy, Problem Type, Asset Tag and Urgency. Therefore, these fields will remain blank.

104. Creating CRM Case
Video

105. Next Steps Verify your project information in Production
Project Plans waiting for approval – need to move to Hold if not ready to go to Governance Board or approve them to go to the Governance Board.
Update your Staffing Profiles, Financial Summaries and Work plans for each active project; By August 30th

106. Creating your Dashboard in Production
Login to the production site;
From the CIO Website homepage;
User ID; Peoplesoft ID
First time Password: sookppm
Setup your Dashboards for Project Manager; Program Manager; Team Manager and Team Member. (Refer to Lab 2)

107. Updating your Concept Projects
Look at your projects from one of your dashboards – The Project Plans Waiting for Approval
If you want these to stay in Concept and not go to the Governance Board, move them to Hold.
If you want these to be considered to move forward at the next governance board, Select Completed and they will move forward to go to the Governance Board.

108. Verification of Production
Look at your Projects Ready for Governance Board Review Portlet, verify this is the correct status for these projects, if not, move them to where they need to go using the workflow.
Look at your Project in Execution Portlet, verify these are the projects that are in Execution. Don’t worry about the Gantt charts yet, you will do that in a later review.
Look at your Scorecard Portlet – These should be all projects that are not in Concept, you will need to verify their Phase, Status, Actual Start Date, Original Planned Finished Period, Planned Finished Period and Most Recent User Note. If any of these are incorrect, open the project and update the Project Details tab with the correct information.

109. Updating Project Information
For Each Project on your Scorecard you will need to do the following:
Create and complete a Work Plan
Create your staffing profile using your Work Plan.
Create your Financial Summary if you have any costs other than internal labor, if you only have internal labor, you will not need to do this step.
Once you have completed this, do a Baseline of your Work Plan and Snapshot of your Financial Summary Name them: Initial Snapshot

110. Verify Dashboard
Now go back to your Dashboard and verify the following Portlets:
The Projects in Execution – Assure that the Gantt charts are now accurate, if not you will need to open the Work Plans and adjust them.
The system will update your Schedule Health, Cost Health, Total Forecast Cost and Estimated to Complete for you – this may take a while, so don’t worry if it is not there today….if you check tomorrow and it is still not correct, open a help desk ticket with the project IDs or Dashboard name that is wrong and we will take a look at it.