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Review how the Progressing Engine and resource assignment types are used to support a series of use case scenarios

Overview of Business Outcomes and Use Cases

A strong partnership of the customer’s Core Team and Planview’s Implementation Team is the key to the success of the implementation.

Each team brings to the implementation group:

  • Expertise of current and desired business processes and outcomes,
  • Plus, in depth knowledge of the application features and business rules.

Planview Enterprise offers robust functionalities, that can be used to support the planning of work, assignment of resources, and tracking of progress.

Each customer solution is crafted to produce the desired business outcomes by combining functionalities and appropriate configuration options. This is achieved through understanding of the customer’s desired business outcomes and the Planview Enterprise business rules. The following sections detail seven different business outcome driven use cases.

Business Outcome Driven Use Cases

Details and examples of how these use cases are implemented in Planview Enterprise follow the tables.

 

Use Case

Business Outcome

Description

UC1

Project Stage/ Milestone Date Tracking Only

The progress of projects can be monitored by planning, baselining, and tracking the dates of key governance points in the project process.

The project schedule only includes the phases/stages of the project and key (normally governance) milestones that represent the start and/or end of the phases of the project and key events/decision points in the process.

Information about the milestones is included in status reports. There is no resource planning or time tracking.

UC2

Actual Hours Time Tracking Only

Project/Work actual hours are available for costing and recharge processes, including for capitalisation purposes.

There is no forward planning of project dates or the resources required to deliver the project. The project WBS is composed simply of time reporting codes/work items.

UC3

Project Stage/ Milestone Date Tracking and Actual Hours Time Tracking

UC1 and UC2

There is no forward planning of resource demand. The project WBS is planned out with the dates/durations of each stage and key milestones. Resource timesheet hours are recorded against time reporting “buckets” and the key project milestones are managed in the schedule alongside these bucket work items.

UC4

Resource Demand and Assignment Tracking Only

Forward looking resource demand is available to drive capacity planning and work prioritization decisions.

High-level project plans drive capacity planning and resource assignment management, no time reporting – answers the question; “who is assigned to which project.”

UC5

High Level Schedule, Resource Planning and Time Tracking

UC1, UC2 and UC4

High-level project plans drive capacity planning and resource assignment management using a work breakdown structure based on Phases/Stages, high level planning/time tracking activities and milestones. Resource demand and assignments are tracked and resources report actual hours through timesheets against the high level planning activities.

UC6

High Level Schedule, Resource Budget Management and Time Tracking

UC1, UC2 and UC4, plus consumption and forecasting of budgeted project hours.

High-level capacity planning and resource assignment management, with the planning and tracking of the consumption of budgeted project hours. Project hours are captured and are used to determine progress on the project.

UC7

Mature Rolling Wave Activity Level Planning & tracking

UC1, UC2, UC4, UC6, plus detailed project schedule management

System supports a fully mature rolling wave planning process; role based demand, soft booking of resources and activity planning and tracking.

Use Case Recommendations

Use Case

Run Progressing Engine?

Use Time sheets?

Use Progress as Planned?

Assignment Types to Use

Use Manual Status

Progress Allocations Option (WBS16)

Progress Reserves Option (WBS17)

Progress Requirements Option (WBS15)

Recomm-ended Max Utilization

UC1

Project Stage/Milestone Date Tracking Only

Yes

No

Recommended –just adjust exceptions

N/A

Yes

For all non-progressed as planned work

N/A

N/A

N/A

N/A

UC2

Actual Hours Time Tracking Only

Yes

Yes

(Authorizations)

N/A

Authorizations only

N/A

N/A

N/A

 

N/A

N/A

UC3

Project Stage/Milestone Date Tracking and Actual Hours Time Tracking

Yes

Yes

(Authorizations)

Yes

Authorizations only

Yes

N/A

N/A

 

N/A

N/A

UC4

Resource Demand and Assignment Tracking Only

Yes

No

Yes

Requirements and Reserves

Yes

Expire Effort

Expire Effort

 

Expire Effort

N/A

UC5

High Level Schedule, Resource Planning and Time Tracking

Yes

Yes

Yes

Requirements and Allocations

Yes if non-time reported work items (milestones)

Expire Effort

Expire Effort

Expire Effort

150%

UC6

High Level Schedule, Resource Budget Management, and Time Tracking

Yes

Yes

(Allocations)

Recommended –just adjust exceptions

Requirements and Allocations

Yes

(Milestones and non-time entry work)

Respect Finish Date

Respect Finish Date

 

Maintain Effort

150%

UC7

Mature Rolling Wave Activity Level Planning and Tracking

Yes

Yes

(Allocations)

Optional

Requirements, Reserves and Allocations

Yes

Respect Duration

Expire Effort

 

Maintain Effort

 

125

 

Use Case 1 – Project Stage/ Milestone Date Tracking Only

Business Outcome: Key project milestones can be tracked and reported on.

  1. Enter Status = Yes allows actual dates and percent complete to be entered manually. Direct data entry of progress will not be overwritten. This is also used to handle exceptions for Progress as Planned work items.
  2. Progress as Planned will automatically update progress of milestones based on the schedule date. It will also update progress of work items when Enter Status is No.
  3. Note that the Time Now has moved forward after progressing.
  4. Critical path can be used to drive durations and dates for dependent milestones and work items (Figure 2).

Use Case 1: Project Stage/ Milestone Date Tracking Only

Figure 2: Project Stage/ Milestone Date Tracking Only

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Use Case 2 – Actual Time Tracking Only for Cost Capture/Recharge

Business Outcome: Actual resource hours spent on projects are captured and costed for financial reporting/recharging.

  1. WBS only contains time reporting “activity types/codes” with no forward planning of project dates or resources.
  2. Resources must be authorized in order to be able to report time.
  3. Progressing Engine integrates approved timesheet hours and determines actual dates and actual hours.
  4. Percent Complete at each time integrated work item will display at 100% as there are no other remaining effort (Figure 3).

Use Case 2: Actual Time Tracking Only for Cost Capture/Recharge

Figure 3: Actual Time Tracking Only for Cost Capture/Recharge

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Use Case 3 – Project Milestone Date and Actual Time Tracking

Business Outcome: Key project milestones and actual resource hours spent on projects are captured and costed for financial reporting/recharging.

  1. WBS is planned out with dates and durations for each stage/phase and key milestones.
  2. Resources timesheet hours are recorded against time reporting “buckets” and integrated as actual dates and actual hours.
  3. Key project milestones are managed in the schedule alongside the time reporting buckets.
  4. Key milestones can be set to progress as planned or managed manually (Figure 4).

Other consideration:

  • Resources must be authorized (and can be at any level of the WBS) to report time.

Use Case 3: Project Milestone Date and Actual Time Tracking

Figure 4: Project Milestone Date and Actual Time Tracking

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Use Case 4 – Resource Demand and Assignment Tracking Only (no time reporting)

Business Outcome:Forward resource demand is forecasted at the role and named resource levels, driving capacity planning without resource time tracking.

  1. WBS supports the forward planning of resource demand through requirements and named resource assignments through reserves.
  2. Progress of work is automatically updated as planned.
  3. Manual status is used to handle exceptions to the plan or for work items not intended to be progressed as plan (Figure 5).

Other considerations:

  • All progressing options are set to expire effort so that unused effort is not rescheduled.
  • This use case can be combined with monthly financial load and progressing of projects to capture expired demand.

Use Case 4: Resource Demand and Assignment Tracking Only (no time reporting) 

Figure 5: Resource Demand and Assignment Tracking Only (no time reporting)

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Use Case 5 – High-Level Schedule, Resource Planning and Time Tracking

Business Outcome: Forward resource demand is forecasted at the role and named resource levels, key project milestones and actual resource hours spent on projects are captured and costed for driving capacity planning and financial reporting/recharging.

  1. WBS supports both forward planning of resource demand through requirements and named resource assignment through allocations.
  2. Resources' timesheet hours are recorded against time reporting “buckets” and integrated as actual dates and actual hours.
  3. Key project milestones are managed in the schedule alongside the time reporting buckets.
  4. Progress as Planned is recommended for work items that will not have time entries. 
  5. Options to set all progressing options to expire effort so that unused effort is not re-scheduled (Figure 6).

Use Case 5: High-Level Schedule, Resource Planning and Time Tracking

Figure 6: Use Case 5 - High-Level Schedule, Resource Planning and Time Tracking

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Use Case 6 – High-Level Schedule, Resource Budget Management and Time Tracking

Business Outcome: Forward resource demand is forecasted at the role and named resource level, key project milestones and actual resource hours spent on projects are captured and costed for driving capacity planning, tracking of consumption for budgeted hours, and financial reporting/recharging.

  1. WBS supports forward planning of resource demand through requirements and named resource allocations, with planned/budgeted amount of effort allocated.
  2. Time reporting captures actual hours. Remaining allocated hours are calculated based on actuals and any contributor estimate.
  3. Key project milestones are managed in the schedule alongside the time reporting buckets.
  4. Progress as Planned is recommended for work items that will not have time entries. 
  5. Options to set progressing options to not expire effort so that unused effort is re-scheduled (Figure 7).

Use Case 6: High-Level Schedule, Resource Budget Management and Time Tracking

Figure 7:  Use Case 6 - High-Level Schedule, Resource Budget Management and Time Tracking

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Use Case 7 – Mature Rolling Wave, Activity Level Planning and Tracking

Business Outcome: Forward resource demand is forecasted at the role and named resource levels driving capacity planning. Full visibility into the day by day utilization of resources. Project actual hours are captured for costing/recharging.

  1. WBS is at a high level, with sufficient detail to drive the profiling of resource demand, through requirements.
  2. Supports a matrix organization, whereby Project Managers secure resources by submitting requirements.
  3. Resource Managers fill requirements as approved  reserves – soft booking.
  4. Project Managers assign  resources to approved work items (allocations) without the need for additional approval by the Resource Managers (Figure 8). 
  5. Time reporting captures actual hours. Remaining allocated hours are calculated based on actuals and any contributor estimate.
  6. Progress as Planned is recommended for work items that will not have time entries.
  7. Options to set progressing options to not expire effort so that unused effort is re-scheduled.
  8. When unused effort is rescheduled, the total effort for the project remain the same.
  9. When unused effort is reschedule, the schedule  finish date may change if the remaining effort cannot be completed within the planned duration or if work is completed ahead of the schedule (Figure 9).

Use Case 7: Mature Rolling Wave, Activity Level Planning & Tracking 1/2

Figure 8: Use Case 7 - Mature Rolling Wave, Activity Level Planning, and Tracking

 

Use Case 7: Mature Rolling Wave, Activity Level Planning, and Tracking

Figure 9: Use Case 7 - Mature Rolling Wave, Activity Level Planning, and Tracking

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