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The Project Management solution project for the Ministry of Defence is aimed at augmenting and improving the existing processes by technologically automating them. Description This document consists of the following sections: Section (Introduction) provides the overall introduction to the document. It also describes the 1 structure thereof. Section (Project Management) provides a brief description of project management as a discipline. It 2 also describes the need to have a project management solution and how it would be of benefit to the client. Section (Project Management Software - Proposed Solution) describes and depicts 3 diagrammatically the proposed solution. Section (Technology) documents at a high level the technology we shall employ to develop this 4 solution. It also describes how we shall leverage the initial technological investment made by the client. Section (Conclusion) provides a brief conclusion to the document. 5 Purpose The purpose of this document is to present the high-level recommendations for the overall solution. Specific objectives of this deliverable include the ability to: Formulate an initial vision of the overall system. Depict the proposed solution. Ensure that the proposed solution fits into the technological investments by the client.
To define Project Management as a discipline, we need to first define what a project is. Project There are several definitions of what a project is, all over the shore. I have chosen the following which is very accurate and concise. A project is an assignment/task/job that has to be undertaken and completed within a set time, budget, resources and performance specifications designed to meet the needs of stakeholder and beneficiaries. This definition also mentions some of the characteristics of a project which are: Projects may be different from ordinary work. They are intended to change things Projects have a timeframe with a beginning and an end Projects have to be planned Projects use resources and need a budget Projects require evaluation – the criteria for evaluation need to be established from the beginning Projects have an outcome, which is not necessarily known at the outset The outcome is very often a “product” of some kind At the end of a project, decisions need to be taken about whether to use or institutionalise the outcome Projects involve people(which are resources) Project Management Project Management is the use of knowledge, skills, tools, and techniques to plan and implement activities to meet or exceed stakeholder needs and expectations from a project.
we will be able to have different roles accessing different views of the same Project Management Software. Role-based Access – In a project we have resources / stakeholders that perform different functions/roles. Since we are using Portal. we will make use of some of the features of Portal such as the following: Single Sign On – This will enable the user to login once into Portal and among other activities be able to interact with all the various portlets (applications) in order the desired objective. One can look at portlets as modules/applications that make up the Project Management Software Solution. hence we propose to develop the Project Management Software as portlets that will be deployed on top IBM WebSphere Portal. . but will need each other in order to make up a fully functional Project Management Software solution Since the Project Management portlets will be built on top of WebSphere Portal. These portlets can be developed separately from each other and can also exist separately from each other. These views will be accessed after the user signs on into Portal General Views This section shall provide details of the proposed solution. The solution will also be compatible to the current investment on IBM WebSphere Portal.Project Management Software The Project Management Software solution will align and fulfil the requirements of project management.
Landing Page ff .
. tasks.Landing Page. agenda. This page is almost only a collection of links and is not intended to be an operative one. to express the breadth of our solution. todo’s. We intentionally put a lot of links here. work logging. This is what the first user will see. resources. issues. starting from projects.continued Description Landing page This is a special home page designed to answer first user questions and give quick access to first operations. or better hinted. . All main features are covered.
Commonly used page .
your issues. what you are working on (“my assignments”). your to-dos. let’s see an operative page. The “Get things done” page is designed for people that will use the solution as support for their activities You see at first glance your agenda.continued In order to have an idea about how the Project Management Software solution will help organizing project’s activities. your work log (“timesheet day”). your tasks. company’ news..Commonly used page . . your most used entities..
Project manager – PM page .
Project manager – PM page. what usually differs is the amount of items in each box. The sample pages are similar. . which depends on how your teams are structured and on how many open projects you have..cont This page has been designed to fit project managers’ (PM) needs.
So name. duration. timing and assignments are the main properties of a project/task.The easiest way to create a task is to press “create project” button. We could use the convention of defining “project” to be a top-level task (the root) and simply “task” the others and vice-versa. Of course if you want the task to be useful you have to specify a starting date. Editing In order to create a task you must have permission to do so.Project and Tasks Introduction The solution will let you break down every project/task in an arbitrary (but reasonably sized) sub-tree of sub-tasks/projects. . A project/task is simply defined by its name. and at least a resource that will work/manage/supervise it. By clicking on the “projects” on the menu bar you will see by default your open tasks (if any).
Project Creation Shows if they are exiting projects Creating new projects .
You can add how many types you need by pressing the button (if you have the permission). Code is not strictly required to be unique.1.a or code. Status: status shows the status of a project/task . Type: is a rough classification of the task..2 and so on. Each mandatory field is prefixed by *.III. Task types can also be a base for generating task codes: Tags: “tags” is here used to classify your tasks and group them.I the solution will try to guess the following codes with code. In detail: Code/short name: this is usually the mnemonic name of the project/task. continued Task/Project general data summarizes its main properties.b code.code. but having a unique code may be useful for example for referring it by e-mail When you are creating sub-tasks the code is proposed automatically by default as code.Project Creation .. It is mandatory and it is not required unique. You cannot save a form without filling each mandatory field. in case you try to do it the field will be enhanced as follows: and the action is stopped. If your projects are related to external systems (such as an accounting systems) you can use that code.c or code.II and code. Name: it is the common/descriptive name of the task. “production” and “template” are commonly used types. Tags can be used to filter tasks when searching. but if you change the proposed code with code.
Project Creation .. No computation. Description/deliverables: use them for describing projects and delivery. no constraints. . No constraint on content except size. duration is disabled. Relevance: is how important you feel this project is for you/your company.. for instance if you set start and end as milestones. this means that if you specify start and duration the end is computed. Of course setting a milestone changes the behaviour of the start/duration/end triplet. or if you specify start and end. Milestone: a milestone always matches the start or the end of a task. duration is computed. end and duration are always consistent. continued Start/duration/end: as stated before. This because usually a milestone is related to a delivery or a phase kickoff. Progress: is the percentage of completeness. task timing is one of most relevant information about tasks. a popup will propose to insert a reason for the change. If you are changing dates for an existing task. Start.
.Project Creation.completed form ..
data in this box will give you the “feel” of the real progress of the task. Statistics box summarizes every figure relevant for the task. and today (the blue bar). if some of these are filled you will see them here.completed form First box contains data about worklog estimated and done. From here you can also access to the task plan.Project Creation. The last information available in the task editor page is the “task summary bar”: In this bar you will see the task dates scope. Every milestone is always associated to a project’ start/end. The tree box will show the project bird-view. progress (the yellow part). just by looking whether the blue line is on green or yellow. The solution supports custom forms. Additional data are shown in the last box. In order to create child (or brother) tasks just press “create…” button: . eventually the milestones (the diamonds).. taken from the entire “branch” below the current task.. By comparing progress and current date you can see immediately if you are in late or not. The milestones box contains the milestones list. Worklogs are related to assignments. as links.
Deleting a project/task .
a task is part of a tree.. You can: Unlink: this means that children will be “promoted” as root task Move to parent: task’ children will become children of task’ parent (children will pulled up one level) Delete branch: this means that deletion will propagate to the descendants You can select the radio to apply your action to “every item”. There are some cases where deletion may fail. the deletion preview pops-up again with an error message.continued Usually removing complex objects such tasks or resources can have several consequences. The highlighted area reports the object linked that will be lost while removing the task. . most of the objects are linked to each other (a resource is assigned on a task with a role. when this happens. and you have to choose what to do with them. If you are not worried by the message you can select one option and try to remove the task definitively by clicking on the delete and proceed button. there are other users listening for events and much more…). In this case solution will tell you that this task has 4 direct children. there is worklog already inserted.Deleting a project/task. when the task has “live” references from external objects. the solution will check the state and show you the real situation. so before deleting an object. references which cannot be removed by default.
Task tree editor .
. The editor will show the tree starting from the task you have selected. You can remove every subtask (except the root). code. you may find it useful to edit/create/modify many tasks at once. A line of this tree is a simplified view of the full editor described before.continued When you are setting up a complex project with many subtasks and detailed tree structure. you can access it directly by using the scroll button . name. assignee and then save each changed line by pressing the “save” link at the end of the line. If you want to create child tasks just press the “add” button on the parent’ line. go through the main editor. milestones. so you can see the entire tree if you are on the root or only some part (a branch) if you are on a sub project. You can change status. and in some cases you could see behavior on dates or states that reflect dependencies that are not visible in this page. the “project tree” editor is meant to do exactly this. in this case its children will be pulled up. if you need to refine the structure with dependencies. or all-linestogether by pressing the save all button. This editor is intended mainly for quick setup/maintenance of the project tree.Task tree editor. dates.
” button: . propagated to descendants. Assignments in the solution are very important: when you assign a resource you will also implicitly define roles of the task. Permissions are. In fact every assignment is “weighted” by a “local role” that gives permissions to the assignee. but if you are assigned on a child you can act on the child. not on the parent. by default. so if you are PM on the root you have PM permissions everywhere. The easiest way to do this is to click the “task people.Project/Task Assignment Once a task is created we have to assign one or more person working on it..
adda“projectmanager”.oraddsomeoneelse..Byclickingon“addme”youget: .Project/Task Assignment.cont Youcanchoosetoaddyourselfonthetask..
You can also create resources directly by typing name and surname Then you can describe the activity. . there are three different ways to proceed: •Insert the estimation by hand: a little rough but very effective •Insert the estimation using plan •Compute it by issues: You can combine these three estimations by checking them: active estimations will be added together computing the total..Project/Task Assignment. assign a priority. Here you can choose a resource. and the role played in this task.. both are mandatory. specify an hourly cost and a cost centre.cont This is the assignment editor page. Regarding the estimation of required work.
the price set in global settings is first copied in the assignment editor. Enabled: in some cases a resource can have long-standing task assigned that don’t require activity for a long time. timesheets or “my tasks”).. Routine activities can be recorded without interfering with the “all-in-one-interval” main ones that usually have more focus and relevance. Our idea is that the same resource may have different costs on different assignments. If you create a new assignment. The cost field reports hourly cost for the chosen resource on this assignment. as it is often the case in the real world.Project/Task Assignment. The hourly rate is copied into the assignment at creation. you will see the cost field updated. Risk: this is the risk percentage assigned to the resource relatively to this task. and you have more than one that are sharing the risk. but if you update the general price of the resource. .cont There are three fields that require some explanation: Activity: could be “all in one interval” or “routine”. This is used mainly when the assignee is at least in some sense a stakeholder. In this case you can disable the assignment (the only effect is that it will be hidden in your working pages like home page.. as you may have set that price as an exception. but as soon as you pick a resource for the assignment which has a cost set. the already existing assignments will intentionally not be updated.
. so to receive messages on the chosen media channel..Project/Task Assignment.cont The subscription box Here you can subscribe the assignee (“push” subscription) to listen to some events..
cont By saving the assignment you will get back to the assignment list: .Project/Task Assignment...
You can decide to use resource management lightly or in depth by specifying less or more data. Using the solution you can add and then manage every resource involved in your projects. the solution will also keep your contact list. If you decide to use it in depth. By clicking on the “resources” button on the bar you will see your colleagues (if any) and the most important buttons for now. Let’s see how to create a new resource by using the “resource editor”. Basically a resource is defined by its name and that’s it. or better your organigram (organisations structure). “resources”. “new person” and “new company” . Editing In order to create a resource you must have permission to do so.Project Resources Introduction The Project Management Software solution helps organize work of groups of people: we usually refer to people as “precious resources”… – well.
and a user cannot contain a “department”.. cannotlogin..Project Resources. for instance a “company” cannot act in our solution. but both can be assigned tasks/projects. . and because these two entities are similar but not identical.continued We need two buttons because the solution will manage both users and companies.
.continued Creating users Creating a new user: press the “new person” button: ..Project Resources.
like workgroups.. resources that can be persons or companies or departments). .. by structuring your company you get your organigram and some other nice features.Project Resources. You can create a company with many departments and each department can contain as many resources (yes.continued Creating a company/department Company/Department are both resources and in the solution there is no substantial difference between them. that will be described in the following.
.continued Creating a company/department Take a look at a company form with data filled: .Project Resources..
and from a root it is easy to get an overview of the overall costs for that branch.Cost Management Cost monitoring is a relevant aspect of project management. . In the solution cost management is mainly focused on tracking work costs. Costs are tracked for all tasks. but has also some additional features that let PM’s form a complete overview.
.Cost Management..continued .
accordingly. To access and modify the cost page you need specific permissions on the task. Here you can change hourly costs for you assignment. and eventually also additional costs. so you can decide whether to insert them as split on children or aggregated on the parent... You can remove additional cost by clicking on the delete icon. costs from worklog. .Cost Management. and add new “additional” costs by clicking add cost button. usually only Project Manager’s can see it.continued First of all notice that each task can have a “budget”. Costs and budgets from children are collected to the parent. the values of sums. Additional cost data can be modified and will be saved by clicking on save cost. By clicking on the checkboxes you can change the behavior of the page and.
Printing Reports Once in task editor “general tab” you can print a report of your task. By clicking on the “print/export report” button: .
Printing Reports ..continued ..
conceptual vision of the Project Management Software solution. There are some concepts of the solution that we did not touch on. Further details will be provided should they are required.Conclusion This deliverable documented the high-level. . because they require to be explained in greater detail and form part of the concepts already described.
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