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RPM Dashboard WRK101 - Gated Project (Administration)

WRK15.png

Functional Prerequisites for Using this Dashboard

The Gated Project dashboard is a single project dashboard that has the following Planview Enterprise functional and data prerequisites:

  • Customers must be utilizing a lifecycle to manage the gate based governance process and the lifecycle must be configured such that specific gate status attributes are being controlled so that the information of the status of each gate is available for display in the Gated Process Status visual
  • Customers must be using a set of gate specific scoring attributes and these must be displayed on gate specific screens in a specific layout to collect and display the gate specific scores in the Gate Scorecard spider visual
  • Financial planning functionality must be used to manage project costs and revenue/benefit
  • Gate specific financial planning versions must be used to capture a snapshot of project financials at each gate, to drive the Cash Flow Estimates visual
  • A financial planning line attribute must be configured as a mandatory line attribute for all cost accounts to drive the Costs by Stage and Resources by Stage visuals
  • Work and resource management functionality must be in use to drive the Resource Availability (and utilization) visual
  • The tracking of deliverables is based on gate checklist screens and the completion of deliverable status attributes

It is recommended that customers seek assistance from Planview Consulting to provide assistance in preparing and deploying the essential prerequisite configuration and to apply the customer specific dashboard configuration required to enable the dashboard. For information on the configuration process refer to the FastTrack Analytics - Report Configuration topic.

Gated Project IMG02.png

Overall Configuration Rules

The report layout is not customer configurable - all dashboard widgets must be used, specific widgets cannot be removed or moved within the dashboard.

 

User Parameter Configuration (Information for Planview Administrators)

Parameters Description Configuration Options Default/Example Settings
Currency Code Display currency It is only possible to change currencies in a multi-currency environment. 

Currency selection is manual via the parameter drop down.
Defaults to users currency in
Financial preferences
Forecast Version Analytic allows selection of two FM versions that are used for calculations.

Parameter can be adjusted to compare different versions.
Defaults to versions marked as forecast for the selected model (see financial model) if syntax equals zero, is empty, or no syntax entry is provided.

To change the forecast version add the below syntax followed by the version ID 
  • fc_version_id=Version ID
Version IDs are listed in the ADM01 report.
By default this parameter doesn't exist in the configure structure but can be added to override the forecast version.

Until overridden, the version will default to version marked as forecast for the financial model selected.
Baseline Version Analytic allows selection of two FM versions that are used for calculations.

Defaults to versions marked as forecast and marked as baseline. Can be adjusted to compare to (for example) compare to a different baseline. 
Defaults to versions marked as baseline for the selected model (see financial model) if syntax equals zero, is empty, or no syntax entry is provided.

To change the baseline version add the below syntax followed by the version ID 
  • bl_version_id=Version ID
Version IDs are listed in the ADM01 report.
By default this parameter doesn't exist in the configure structure but can be added to override the baseline version.

Until overridden, the version will default to version marked as baseline for the financial model select.
Effort Unit: Unit of measure used for effort.

This parameter is used to control how effort is displayed in resource focused analytics.
Configuration options are
  • Hours
  • Days
  • FTEs​​​
This parameter will impact the Resource Availability by Role and Resources by Stage analytics.
effort_unit=hours
Aggregate Effort By: Unit of time used for time slicing.

Defines the time period used to slice analytics in the dashboard.
Configuration options are
  • Month
  • Quarter
  • Year
  • Fiscal Month (fiscal_month)
  • Fiscal Quarter (fiscal_quarter)
  • Fiscal Year (fiscal_year)
This parameter will impact the x-axis scale of all time sliced analytics in the dashboard.
breakdown_by=month
Accounts Specify the accounts that should be considered in the analysis​​

 
This is a multi select parameter, showing a list of accounts for each account type used in financial planning.

Accounts will be prefixed by their associated account type. The list of values returned is customer specific depending on the financial planning configuration.

Typical Values are:
  • Benefits / Cost Savings
  • Benefits / Incremental Sales
  • Capital / Hardware (Purchase)
  • Capital / Manufacturing
  • Capital / Professional Services
  • Capital / Software (Purchase) 
  • Expense / Hardware (Lease)
  • Expense / Maintenance
  • Expense / Marketing
  • Expense / Research & Development
  • Expense / Software (as Service)
  • Expense / Software (Maintenance)
  • Labor / Resources
Benefit can only be selected if Financial Category=Benefit
Defaults to all selected.

Manually de-select any accounts you want to ignore from analysis. 

 

General Parameter Configuration (Information for Planview Administrators)

Parameters Description Configuration Options Default/Example Settings
Financial Model Ability to control the financial model used for the Financial Planning data displayed in the report.

For additional information refer to the Using Financial Management Data in RPM Analytics topic
The financial model for this report can be changed from the default work Model to a specific model ID.

Model IDs are listed in the ADM01 report.

model_id=Model ID
By default this parameters doesn't exist in the configure structure but can be added to override the financial model

Until overridden, the model will default to the work model.

 

Gated Process Status Visual

The Stage Gate Progress section of the dashboard visualizes the organizations delivery lifecycle and allows users to navigate to relevant associated project stage or gate information by clicking on the appropriate icon.

Gated Project - Stage Gate Progress.png

Stages are represented by chevrons and gates by diamonds and the current selection is marked in dark blue.

Risks appearing on the visual is achieved by the lifecycle stage attribute alternate structure being shared on to either CRIs or risks.  This should then be added to the CRI screens to allow risks to be flagged with an associated lifecycle stage.  All Active Risks associated with a stage will display with a flag and a count under the visual as shown above.
Parameter Configuration (Information for Planview Administrators)
Parameters Description Configuration Options Default/Example Settings
Lifecycle Stages Attribute Alternate Structure used to define stages in the process lifecycle visualization.

The list of values in the alternate structure used will control the labels displayed/used for each stage.

The current selection of this attribute for the project will also determine the current gate marked in blue on the visualization.
Lifecycle Stage attribute can be configured with any single select alternate structure using the syntax:
  • stage_attrib_ppl=
Each value in the selected structure will become a stage in the process visualization (unless defined using the stage_values parameter).

Stages will appear by place order within the structure.

A maximum of 8 Stages can be added.
The default value is:
  • stage_attrib_ppl=wbs28_plan
    (lifecycle Stage)
Example lifecycle stage values: 
  • Scoping
  • Business Case
  • Development
  • Testing & Validation
  • Launch
Stage Values to include This parameter allows you to restrict the stage values (stage_attrib_ppl) that appear in the stage gate process so as not to contain every value. If no entires exist, then all values from stage_attrib_ppl= will be included.

To restrict the list of values, add a syntax for each required value using the Seq ID of each value prefixed by the below syntax:
  • stage_values=
  • stage_values=
  • stage_values=
The SEQ IDs for attribute values can be found by administrating the alternate structure and selecting 'Show SEQ-ID'
By default the stage_values= parameter is blank and so all values of the stage_attrib_ppl= alternate structure will display as stages in the process visualization.
Current Gate Attribute This parameter sets the alternate structure for determining the current gate of the project.

The scripted dialogs executed after the gate decision screens should automatically increment this attribute to reflect the current gate.

 

 

Use the following syntax to set the alternate structure for the Current Gate attribute:
  • current_gate_attrib=
The structure entry values in this alternate structure need to be mapped to the appropriate gates in the visualization using the Gate Index Parameter below.

The Gate Index Identifier mapping will display the name of each gate in the visualization with the name of the mapped value.

If a short name is defined in the charting options for the mapped structure entry value, this will be used instead to appear on the visualization.  This is a recommended approach to shorten long gate names.
A default Current Gate alternate structure is included in the RPM Showcase and Foundation databases using the example value defined:
  • current_gate_attrib=wbs49_plan
The values of this attribute should be updated to reflect the names of the Gate Description Text names below.
Gate Index Identifier This parameter identifies which structure entry from the current date attribute is associated to each specific gate index

eg: Gate 1 is Initiation, G2 is Design, etc.


The visualization will display the name of the mapped structure entry for each gate.
One entry for each gate can be entered using the Current Gate Attribute Structure value SEQ-ID followed by the syntax:
  • g1_code=
  • g2_code=
  • g3_code=
  • g4_code=
  • g5_code=
  • g6_code=
  • g7_code=
  • g8_code=
It is recommended to heavily limit the characters used for visual clarity.

SEQ ID for structure values can be identified by clicking the 'Show SEQ-ID' in the top right of the structure entry screen
The example default in the RPM showcase database includes a gate 0 so they sytaxes are as follows:
  • g1_code=2210
  • g2_code=2211
  • g3_code=2212
  • g4_code=2213
  • g5_code=2214
  • g6_code=2215
  • g7_code=2216
Go/No-Go may often be used instead of numerical gate numbering
Gate Status This parameter is used to manage the status of each gate.

The value of the attribute for each gate will determine the color of the gate symbol (diamond) in the process visualization
Multiple alternate structures should be used as the attributes for gate status with each one containing the same values.  It is recommended practice that the values in these attributes should be updated by scripted dialogs following gate screens.

Example Showcase Default:
  • Gate 1 Status 
    • Not Started (Default)
    • Active (Set to Active When Gate Process Starts)
    • Go (Set to Go by Gate Evaluation Dialog after gate decision)
    • Kill (Set to Kill by Gate Evaluation Dialog after gate decision)
    • Recycle (Set to Recycle by Gate Evaluation Dialog after gate decision)
    • Bypassed (Set to Bypassed by Gate Evaluation Dialog after Gate Decision Screen)
Each value will be associated a color, assigned against the attribute using charting colors, and will show on the diamond gate symbol in the process visualization.

Use the following syntaxes to assign the alternate structures to the gate statuses.
  • g1_attrib=
  • g2_attrib=
  • g3_attrib=
  • g4_attrib=
  • g5_attrib=
  • g6_attrib=
  • g7_attrib=
The current gate selection in the dashboard will always display as blue  ​​​​​
Default Gate Status alternate structures are included in the RPM Showcase and Foundation databases using the example values defined, and associated with each gate using the following default configuration structure entires.
  • g1_attrib=wbs50_plan
  • g2_attrib=wbs51_plan
  • g3_attrib=wbs52_plan
  • g4_attrib=wbs53_plan
  • g5_attrib=wbs54_plan
  • g6_attrib=wbs55_plan
  • g7_attrib=wbs56_plan
Gate Date Field Date field defined to signify the planned or actual date under each Gate in the process visualization Gate Dates should be configured to reference a custom date field for each date that are used to signify the planned or actual date of the corresponding gate.

One date field is defined for each date using the following syntaxes.
  • g1_date=
  • g2_date=
  • g3_date=
  • g4_date=
  • g5_date=
  • g6_date=
  • g7_date=
This field can be populated as an actual from the gate completion screens or ad-hoc as a planned date maintained by the project manager.
Default gate date fields are included in the RPM Showcase and Foundation databases and associated with each gate using the following default configuration structure entires.
  • g1_date=gate_0_date
  • g2_date=gate_1_date
  • g3_date=gate_2_date
  • g4_date=gate_3_date
  • g5_date=gate_4_date
  • g6_date=gate_5_date
  • g7_date=gate_6_date
These fields can be presented to a project manager through the configuration of various screens.

 

Gate Scorecard

The Current Gate Scoring section is used to plot various scoring assessments captured at each gate in the project lifecycle.  These values are displayed in spider web visualization chart for the selected gate.

Gated Project - Current Gate Scoring.png

  • Assessment scorings are captured as a numerical integer out of 10 during gate screens. 
  • The scoring is driven of the short name (number only) which must be entered on the Charting Colors screen
  • Text entered on level 0 of structure controls the chart labels for each scoring criteria
  • Attributes for each gate are based on the alternate structures in the left hand column of the screen defined in the config below
Parameter Configuration (Information for Planview Administrators)
Parameters Description Configuration Options Default/Example Settings
Assessment Criteria Determines Criteria attributes used in Current Gate Scoring spider-web chart.

Each set of scoring criteria for each gate is taken from a configured screen defined by this parameter.
The parameters below will be set with the Screen ID from which the scoring attributes for that specific gate should be determined.
  • g1_score_screen=
  • g2_score_screen=
  • g3_score_screen=
  • g4_score_screen=
  • g5_score_screen=
  • g6_score_screen=
  • 67_score_screen
It will return all structures listed in the left hand column only of the configured screen (or the only column of single column screen), and ignore all headings and static text.

The assessment screens used must be configured so that all of the desired scoring criteria are in the left column and any other non-deliverable attributes are in the right column.

A numerical scoring value must be entered under the Short Name value in the each alternate structures charting colors, this will become the value used in the chart.

NB: It is possible to have alphanumerical values for the assessment criteria values as long as the short name in charting is a numerical value.
  • Score_screen Syntax references Configured screen
  • Screen contains scoring alternate structures in left hand column
  • Values of each alternate structure are given numerical short name entries
  • Numerical short name value is mapped on to spider chart for relevant gate
Screen IDs are listed in the ADM04 report.
Our RPM showcase and Foundation databases will come with a list of premade assessment criteria screens, one for each gate which can be customized for each customer:
  • RPM - Gate 0 Assessment Criteria
  • RPM - Gate 1 Assessment Criteria
  • RPM - Gate 2 Assessment Criteria
  • RPM - Gate 3 Assessment Criteria
  • RPM - Gate 4 Assessment Criteria
  • RPM - Gate 5 Assessment Criteria
  • RPM - Gate 6 Assessment Criteria
Each screen contains the following assessment criteria: (in the left column)
  • Strategic Fit & Importance
  • Product & Competitive Advantage
  • Market Attractiveness
  • Synergies and Core Competencies
  • Technical Feasibility
  • Financial Rewards vs. Financial Risk
The configuration defaults to configure the use of the screens are as follows:
  • g1_score_screen=12
  • g2_score_screen=13
  • g3_score_screen=14
  • g4_score_screen=15
  • g5_score_screen=16
  • g6_score_screen=17
  • g7_score_screen=18

 

Cash Flow Estimates

The Cash Flow Estimates analytic shows the investment compared to the potential revenue and how it is trending by each gate in the project lifecycle.

Gated Project - Cash Flow Estimates.png

The cost flow graphic displays a cumulative representation of the gate financial snapshots captured through the various project gates.
Parameter Configuration (Information for Planview Administrators)
Parameters Description Configuration Options Default/Example Settings
Gate Snapshot FM Version This parameter defines FM Versions used to drive the Cost Flow graphic.

One FM version should be captured via the lifecycle after each Gate Go Decision, and subsequently associated with the gate using this parameter.

The Cash flow Estimates visual will then plot the various gate FM versions for analysis.

 
RPM Config structure entries determine the versions used for each gate
  • g1_ver=
  • g2_ver=
  • g3_ver=
  • g4_ver=
  • g5_ver=
  • g6_ver=
  • g7_ver=
  • g8_ver=
Version IDs are listed in the ADM01 report.
g1_ver=5
g2_ver=6
g3_ver=7
g4_ver=8
g5_ver=9
g6_ver=10
g7_ver=
g8_ver=

 

Cost and Resources by Stage

The Baseline & Benefits vs Actual/Forecasted Costs is made up of two analytics outlining the financial health of the project for each project gate.
  • The first chart shows the cost to deliver the project for each stage in the project lifecycle and plots the accumulative total, along side the baseline information to allow users to analyze the variance from a previous financial version.
  • The second shows total costs and total revenue/benefits for a project at each gate in the project lifecycle

Gated Project - Cost by Stage.png

The graphs shows all stage/gate versions, and will not change based on the gate selection.

This analytic is showing data from costs and resources accounts in financial planning detail for the project sliced by the stages in the lifecycle

The financial versions used for comparison in the analytic are driven by the selection of the user parameters:
  • Forecast version:
  • Baseline version:
Parameter Configuration (Information for Planview Administrators)
Parameters Description Configuration Options Default/Example Settings
Stages Attribute This parameter allows the association of data below PPL with the lifecycle stages of the gated process.

This allows cost and effort data from financial planning (optionally via WRM) to display in the analytics above, sliced by the stage of the gated process.

This parameter is dependent on a number of core Planview configuration points required in conjunction to drive this analytic.
The attribute used for the 'Lifecycle Stages Attribute' parameter (stage_attrib_ppl=)  should be an exact match of the attribute used for the Stages attribute parameter (stage_fm_attrib=) except for one distinct difference.

The attribute used for Lifecycle Stages Attribute should have 'Display Only at PPL
' selected.

Example default in Showcase & Foundation
  • Lifecycle Stage (wbs28_plan) (Display only at PPL)
  • Stage (wbs38_plan)
Lifecycle Stage is used to define the stages for the stages in the gates process and determine the current gate.

Stages is used to associate a stage to information under PPL in WRM and financial planning.


Planview Core Configuration Dependency
  1. Financial Planning:
The Cost and Resources by Stage analytic will pull data from Financial planning, sliced by stage.

In order to associate financial plan data with the relevant stages, the Stages attribute must be added as a line detail attribute in financial planning for all Cost and Resources Accounts.

Any financial planning lines that are added without association to the line detail attribute will show on the analytic under the column unassigned.
  1. Work and Resource Management (WRM)
If financial planning data is derived from Resource assignments and/or Expenditures in WRM using a load, a value for the stage attribute will need to be associated to the appropriate stages and lines in WRM.

This is best achieved by adding Stages to column sets in WRM so it can be selected as a value for the appropriate lines.

Loading Effort and/or expenditures will then display the costs associated with the relevant stage line detail attribute.  
Our RPM showcase and Foundation databases will include the attributes:
  • Lifecycle Stage (wbs28_plan) (Display only at PPL)
  • Stage (wbs38_plan)
With the following values:
  • Initiation
  • Scoping
  • Business Case
  • Development
  • Testing & Validation
  • Launch
  • Complete
Any changes to stages should be mirrored in both structures.

The Stages Attribute default will point towards the Stage Attribute using the syntax:
  • stage_fm_attrib=wbs38_plan
See the Lifecycle Stages Attribute parameter for information on Lifecycle Stage configuration. 

 

Project Overview

The project overview section highlights Key Project information and performance indexes and summarizes the deliverables of the current gate.

Gated Project - Project Overview.png

Parameter Configuration (Information for Planview Administrators)
Parameters Description Configuration Options Default/Example Settings
Project Information Attributes The project information section of the Project overview widget displays key data points of the project.

The attributes that can be added include:
  • Lifecycle roles
  • Alternate Structures
  • Fields
  • Associated Strategy(ies)
The attributes will display in the order they appear in the configuration structure and will not change depending on the stage/gate selection.

Prefix each attribute with the syntax:
  • po_attrib=
Use the following syntax to expose strategies associated with the project.
  • po_attrib=assoc_strategy_plan
A maximum of nine attributes can be added
po_attrib=lc_role_3_plan
po_attrib=lc_role_4_plan
po_attrib=wbs20_plan
po_attrib=pe01
po_attrib=assoc_strategy_plan
po_attrib=
po_attrib=
po_attrib=
po_attrib=
Key Performance Indicators The Key Performance Indicators highlight key effort or cost dimensions of the project from financial planning.
The key performance indicators can reference any financial planning effort or currency columns or subtotals in Planview using the syntaxes:
  • kpi1_attrib=
  • kpi2_attrib=
The configuration of two KPI's are supported

The available attribute IDs are listed in the attributes section of the ADM01 report. 
Defaults are set to reference the financial planning column Cost Variance and the RPM standard subtotals Total Costs
  • kpi1_attrib=ifm_c1007_plan
    (Cost Variance (FP))
  • kpi2_attrib=ifm_c1001_plan
    (Total Costs (FP|FV))
FP = Financial Planning
FV = Forecast Version
Key Performance Indicator Color Selects the color of the indicator icon for each KPI dependent upon configurable thresholds

Indicator Icon shown as ⦿
Determine the color thresholds for each KPI using the kpi1_alert= syntax followed by a mathematical relation then the corresponding color:

Example syntaxes for showing a negative value as Red and a positive value as green:
  • kpi1_alert=<0.0|Red
  • kpi1_alert=>=0.0|Green
  • kpi1_alert=
This example could be used in conjunction with a cost variance KPI to highlight if the project is over or under budget (forecast is less or greater than baseline)
Default values exist for cost variance but not total costs.
  • kpi1_alert=<0.0|Red (⦿)
  • kpi1_alert=>=0.0|Green (⦿)
  • kpi2_alert=(⦿)
  • kpi2_alert= (⦿)

 

If no value is selected then KPI icon will show as black ⦿ regardless of its value
Define the list of deliverables for each stage gate The deliverables section of the project overview table displays a list of the deliverables for the selected gate.

These attributes are derived from a configured screen associated with each gate, and will automatically be populated in to this list along with the appropriate status value.
  • One configured screen per gate
  • One alternate structure per deliverable
This parameter defines what configured screen to use for each list of stage gate deliverables. 
The parameters below will be set with the Screen ID from which the attributes for that specific gate should be determined.
  • g1_deliv_screen=
  • g2_deliv_screen=
  • g3_deliv_screen=
  • g4_deliv_screen=
  • g5_deliv_screen=
  • g6_deliv_screen=
It will return all structures listed in the left hand column only of the configured screen (or the only column of single column screen), and ignore all headings and static text.

The screens selected must be configured so that all of the desired deliverables are in the left column and any other non-deliverable attributes are in the right column.

Screen IDs are listed in the ADM04 report.


Configuration Use Cases:
  1. PM chooses which deliverables are appropriate

By default, deliverables structures will be null (no selection).  The deliverables list (and Gate and Cumulative deliverable totals) will only include the deliverables that have had a value selected (any value but null).  The PM simply updates deliverables with a value and they will be added to the list.
 

  1. Prescribed deliverables set for each gate
This Condition can be enforced through the use of default values (to ensure a null is never present).  This will mean all deliverables in the referenced confiugred screen will be included in the list (and Gate and Cumulative deliverable totals)
Our RPM showcase and Foundation databases will come with a list of premade deliverable screens, one for each gate which can be customized for each customer.
  • g1_deliv_screen=19
  • g2_deliv_screen=20
  • g3_deliv_screen=21
  • g4_deliv_screen=22
  • g5_deliv_screen=23
  • g6_deliv_screen=24
  • g7_deliv_screen=25
Deliverable Complete Value This parameter determines what value for the deliverable attributes (derived from the left hand column of the configured screens defined above) count as completed in the deliverables completion progress and percentage. This configuration parameter allows flexibility in the use of values for status for deliverables:

deliverable_complete_value=

A configuration example of deliverable attribute values could be:
  • Not Started
  • In Progress
  • Finished
In this instance we would need to use this parameter to set the completed value.

deliverable_complete_value=Finished

All attributes that match the deliverable complete value will increment the total of outcomes completed and update the percentage complete accordingly. 
Currently our RPM deliverable status value defaults are:
  • Yes
  • No
With Yes set as the complete value

deliverable_complete_value=Yes

All deliverables that match the deliverable complete value (have the status of Yes) will increment the total of outcomes completed and update the percentage complete accordingly. 

 

 

Technical/Database Information  
Report (RDL) Location …/Reports/RPM_PROD/Work_RPM/RPM_PROD/WRK101.rdl
Report Tile The RDL is used in a Work Project report tile.
Database This report uses the transactional database and updates will be real-time.