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Work Management

Work Management

The Work Management capability’s enablers include Planning and Scheduling, Changes, Risks, and Issues, and Execution and Tracking. Each capability within the Planview Capability Framework has a distinct set of features and functionality, business processes, best practices, and analytics and reports that deliver value to customers in the form of specific business outcomes.

 

Processes and Reports

conceptual image_work management.jpg 

Work management provides project managers the ability to develop a work plan or schedule by defining the timeline, milestones, activities, and resources required to deliver the work. This capability allows work managers to define and classify risks, issues, and change requests, track and manage project execution and delivery, and report on the overall status and health of projects.

           

Video: Planning and Scheduling Demo

 

Project Planning and Scheduling Process Steps

           

 

CZ Planning and Scheduling Process Flow.png

Project planning and scheduling process flow

Process Step Description
Define project/work breakdown structure

Define the project by building out the work breakdown structure to form the basis of the project schedule. As part of this step, you should also add dates, durations, dependencies, and assign resources to the project. The project schedule consists of any elements in the work breakdown structure (WBS) that exist below the project level in the hierarchy, such as phases, tasks, and activities as well as dates, durations, and categorizations. You can add the relevant associated resource assignment information to produce a full project delivery plan.

           

NOTE

In the connected Portfolios-ProjectPlace use case where governed work is created in Portfolios but delivered by teams in ProjectPlace, project managers have the option to create work in Portfolios but manage the plan in ProjectPlace. When the plan is managed in ProjectPlace, ProjectPlace becomes the system of record for the plan, and the synced plan in Portfolios becomes read-only. Project managers can continue to use Portfolios to support other capabilities such as resource management, financial planning, project portfolio planning, and reporting.

For more detailed information on how work is synced in a connected Portfolios-ProjectPlace environment, refer to the Project Team Delivery (ProjectPlace – Connected) capability. For Planview administrators to configure ProjectPlace to manage the plan, refer to the steps in Hybrid Delivery: Configure (coming soon).

           

Determine durations and relationships Determine the duration of work tasks and establish logical relationships between work items in the project schedule that you defined in the previous step.
Plan resources Plan which resources will work on tasks and activities and populate the project schedule with an accurate and realistic role-based forecast in the form of resource requirements.
Baseline schedule Take a baseline of the project schedule to capture a snapshot of the project's schedule as it proceeds into execution. This schedule baseline provides a record of the planned work phases, tasks, milestone dates, and durations as of the end of the planning phase to track any variances as the work progresses.
Assign resources Assign resources to work on tasks and activities. Resource assignments built out in the project schedule in the form of role-based reserves and allocations provide a method of capturing the short-term planned resource effort for named individuals who will be working on projects.

 

           

Project Planning and Scheduling Reports

How are we able to understand when key planning events are forecast?

Work Portfolio – Portfolio Manager – Customizable Column Set

Screen

Custom column sets provide an overview of work items in a portfolio and their details, such as synced AgilePlace boards, start and finish dates, and percentage complete.

Plan

Screen

The Plan screen for a project details the work breakdown schedule (WBS) for the project with the tasks, milestones, dates, resource assignments, and related attributes to accurately track all details of the project schedule.

Milestones Due This Period

Tile

This tile is available for a single project or portfolio of projects. It shows all open milestones for the projects and highlights variances from baseline dates and late milestones.

Action Items

Tile

This tile shows all action items for a single project or portfolio of projects. Items can be grouped and sorted by attributes as well as exported.

FastTrack Power BI Showcase Dashboards – Work Action Items

Power BI Dashboard

This dashboard summarizes work action item information for projects and their assigned resources. You can drill down into data points for further analysis.

FastTrack Power BI Showcase Dashboards – Work Portfolio – Portfolio Status

Power BI Dashboard

This dashboard provides an overview of the work portfolio with overall project count and costs, along with visualizations of lifecycle stage, work status, overall status assessment, projects over or under budget, and projects on time or late. It also includes a table of project details that can be sliced by data from the visualizations, such as lifecycle stage or overall status.

FastTrack Power BI Showcase Dashboards – Work Portfolio  – Milestone Details

Power BI Dashboard

This dashboard provides insight into the overall health of a work portfolio and its KPIs, and includes a high-level status and timeline view along with cost and investment visualizations.

Work portfolio milestone metrics can be categorized by type, identifier, and due date, and displayed in a Gantt chart or detailed table view.

How are we able to understand the impact of resource constraints on our ability to deliver?

Plan – Schedule and Assignments – Gantt and Baseline View

Screen

Using the Gantt and Baseline view in the Schedule and Assignments screen allows you to compare how the current schedule and milestone dates vary from the selected baseline, and adjust as appropriate.

Allocations at Risk

Tile

This tile is available for a single project or portfolio of projects and displays an overview of allocations that exceed the selected utilization percentage. The sort parameter and utilization percentage determine which allocations are displayed in the table.

WRK29 – Resource Utilization

Analytic

This report displays the capacity and utilization of resources assigned to a portfolio or project. Demand is based on requirements, reserves, and allocations in project schedules, and data can be pivoted by different resource dimensions. Out-of-portfolio demand (assignments to work and standard activities not included in the portfolio or project) can also be displayed. This report allows you to identify over- and under-utilized teams or resources and better predict project delivery dates based on the alignment of supply to demand.

Staffing Resource Portfolio Screen

Screen

This screen provides a graphic view of planned versus actual effort. Standard activities decrement from capacity then allocations, reserves, and actuals.

Here you can filter by entity type to view unfilled resource requirements, and use the 'Group by' attribute to view resource teams.

RES03 – Resource Portfolio Supply and Demand

Analytic

This analytic provides an organizational view of resource capacity versus demand. Demand is based on requirements, reserves, and allocations in project schedules, and data can be pivoted by different resource dimensions. This analytic allows you to identify teams or resources that are under- or over-utilized, and improve project delivery estimations based on available capacity.

How are we able to understand when work and key events vary from the agreed timeline?

Work Portfolio – Portfolio Manager – Customizable Column Set

Screen

Custom column sets provide an overview of work items in a portfolio and their details, such as synced AgilePlace boards, start and finish dates, and percentage complete.
Plan – Schedule and Assignments – Gantt and Baseline View

Screen

Using the Baseline and Gantt view in the Schedule and Assignments screen allows you to compare how the current schedule and milestone dates are varying from the selected baseline, and adjust as appropriate.

WRK14 – Project and Portfolio Highlight Report

Analytic

This report summarizes key project information into a one-page report for stakeholders and project review meetings.

The report includes the following:

  • Project attributes               

  • Assigned owners and responsibility information             

  • Dates and milestones              

  • Trend of project condition, RAG, or RYG status 

  • Financial summaries           

  • Change requests          

  • List of risks and issues              

  • Descriptions             

  • Additional commentary           

You can run the report for a single project or across the portfolio. The portfolio report includes an executive summary on the first page, followed by one-page summaries for each project on individual pages.

FastTrack Power BI Showcase Dashboards – Work Portfolio – Portfolio Status

Power BI Dashboard

This dashboard provides an overview of the work portfolio with overall project count and costs, along with visualizations of lifecycle stage, work status, overall status assessment, projects over or under budget, and projects on time or late. It also includes a table of project details that can be sliced by data from the visualizations, such as lifecycle stage or overall status.

FastTrack Power BI Showcase Dashboards – Work Portfolio – Milestone Details

Power BI Dashboard

This dashboard provides insight into the overall health of a work portfolio and its KPIs, and includes a high-level status and timeline view along with cost and investment visualizations.

Work portfolio milestone metrics can be categorized by type, identifier, and due date, and displayed in a Gantt chart or detailed table view.

How are we able to understand the impact of collaborative work?

FastTrack Power BI Showcase Dashboards – Work Action Items

Power BI Dashboard

This dashboard summarizes work action item information for projects and their assigned resources.

Work – Plan – Schedule and Backlog Pivot View

Screen

The Schedule and Backlog Pivot view in the Plan screen enables you to schedule action items from your backlog and build the project work plan.

The work schedule display outlines your project’s work breakdown structure and details action items in select projects.

The backlog display lists unassigned action items, which can be created in this display or in the Backlog Pivot view.

Action Items Tile This tile shows all action items for a single project or portfolio of projects. Items can be grouped and sorted by attributes as well as exported.

           

           

Change, Risk, and Issue Management Process Steps

           

CZ Change Risk Issue Management Process Flow.png

Change, risk, and issue management process flow

           

Process step Description
Add risk

Record the risks associated with the delivery of the work, including additional details to describe and categorize the risks. Risks identify and track things that may happen, including their impact and likelihood. Risks require a response or mitigation plan to address them.

For more information:

Creating a New Change, Risk, or Issue (CRI)

Add issue

Record the issues associated with the delivery of the work, including additional details to describe and categorize the issues. Issues identify and track things that are happening now that require an owner to take action.

For more information:

Creating a New Change, Risk, or Issue (CRI)

Add change

Record the changes associated with the delivery of the work, including additional details to describe and categorize the changes. Changes are alterations to a project's scope or expected deliverables. Changes can be a result of addressing a risk or an issue or the result of changing needs from the customer or management.

For more information:

Creating a New Change, Risk, or Issue (CRI)

Transfer or move

Modify the subtype of a change, risk, or issue (CRI) from one type to another (for example, from a change to a risk) or move a CRI from one project or work item to another as needed.

Close

Close changes, risks, and issues when appropriate in a timely manner to help maintain a current overview of the factors affecting a project's progress.

Use the following guidelines to close CRIs:

Risks – when they are no longer determined to be risks and have not been escalated or otherwise changed.

Issues – when they have been resolved or mitigated.

Changes – when all associated actions are finished.

           

           

Change, Risk, and Issue Management Reports

How are we able to understand the impact of risks, issues, and project change requests on the successful delivery of work?

Work Portfolio – Portfolio Manager – Customizable Column Set

Screen

Custom column sets provide an overview of work items in a portfolio and their details, such as synced AgilePlace boards, start and finish dates, and percentage complete.

Work Portfolio – Active Risks

Tile

This tile shows you active risks for entities in the work portfolio.

Work Portfolio – Active Issues

Tile

This tile shows you active issues for entities in the work portfolio.

Work Portfolio – Active Change Requests

Tile

This tile shows you active change requests for entities in the work portfolio.

WRK08 – Change Request Matrix

Analytic

This report summarizes change requests for a portfolio of projects. This matrix is used to classify change requests by two parameterized attributes and is drillable, allowing you to slice the list of change requests.

WRK09 – Risk Matrix

Analytic

This report provides a risk registry summary for a portfolio of projects. This matrix is used to classify risks by two parameterized attributes and is drillable, allowing you to slice the list of risks.

WRK11 – Issue Matrix

Analytic

This report provides an issue log summary for a portfolio of projects. This matrix is used to classify issues by two parameterized attributes and is drillable, allowing you to slice the list of issues.

WRK14 – Project and Portfolio Highlight Report 

Analytic

This report summarizes key project information into a one-page report for stakeholders and project review meetings.  
 
The report includes the following:

  • Project attributes
  • Assigned owners and responsibility information
  • Dates and milestones
  • Trend of project condition, RAG, or RYG status
  • Financial summaries
  • Change requests
  • List of risks and issues
  • Descriptions
  • Additional commentary

You can run the report for a single project or across the portfolio. The portfolio report includes an executive summary on the first page, followed by one-page summaries for each project on individual pages. 

FastTrack Power BI Showcase Dashboards – Work Portfolio – Issue Tracker and Risk Matrix Tabs

Power BI Dashboard

These dashboards provide an overview of risks and issues within the portfolio, including the total count and number open, along with visualizations relating to the status and impact of the risks and issues. It also includes a table with projects associated to the risks and issues, allowing you to drill down into the project details.

How are we able to understand the impact of project changes to approved delivery or financial targets?

WRK14 – Project and Portfolio Highlight Report 

Analytic

This report summarizes key project information into a one-page report for stakeholders and project review meetings.  
 
The report includes the following:

  • Project attributes 

  • Assigned owners and responsibility information 

  • Dates and milestones 

  • Trend of project condition, RAG, or RYG status 

  • Financial summaries  

  • Change requests 

  • List of risks and issues  

  • Descriptions 

  • Additional commentary 

You can run the report for a single project or across the portfolio. The portfolio report includes an executive summary on the first page, followed by one-page summaries for each project on individual pages. 

WRK08 – Change Request Matrix

Analytic

This report summarizes change requests for a portfolio of projects. This matrix is used to classify change requests by two parameterized attributes and is drillable, allowing you to slice the list of change requests.

WRK21 – Change Request History Analysis

Power BI Dashboard

This report provides analysis of the volume and type of change requests for a portfolio of projects, including the rate they are opened and closed.

Work Portfolio – Active Change Requests

Tile

This tile shows you active change requests for entities in the work portfolio.

FastTrack Power BI Showcase Dashboards – Work – Financial Summary

Power BI Dashboard

This dashboard allows you to compare strategic investments over time. You can view the total costs of a select portfolio over a given timeframe, view the breakdown of those costs by the strategic program, and identify portfolios that are meeting or exceeding approved budgets. Data for investment demand entities can be viewed and managed, allowing you to change their approval status, priority, and above or below-the-line status.

FastTrack Power BI Showcase Dashboards – Work Portfolio – Financial Summary

Power BI Dashboard

This dashboard gives an overview of costs and benefits of the work portfolio, including baseline, actual/forecast, and variance data. It also contains visualizations of cost and benefits that can be sliced by data such as capital, expense, labor, cost savings, and investment benefits.

           

           

Video: Execution and Tracking Demo

 

Execution and Tracking Process Steps

           

E1 Execution and Tracking Process Flow.png

Execution and tracking process steps

Process step Description
Do work

Resources carry out the work that has been assigned to them.

Capture data on the progress of work

As work progresses, resources' actual time spent on work is tracked, project managers update milestones and other dates as needed, and the Progressing Engine integrates actual time reported records with all the planning records in the database.

Resources' time can be captured in the following ways:

  • Resources manually enter their time spent through timesheets
  • Time is calculated automatically using Agile costing
Review progress of work

Track and monitor the progress being made on work using tools such as baselines to compare the current status with the planned progress.

For example, project managers can monitor the scheduled and actual dates and track the variance against initial expectations, such as an initial baseline, to obtain a full understanding of the project progress. Then, they can take a new baseline to compare against a baseline taken at the start of the project. This helps project managers have a clear understanding of how a project is progressing in relation to the original baseline and identify where dates have slipped or been brought forward. Any variance from the original project baseline may have financial implications or require the proactive reassignment of resources in order to prevent any negative impact on the project.

Plan/re-plan remaining scheduled work Manage the schedule for the remaining scheduled work, adjusting dates and durations if necessary.
Manage exceptions and report on project status and progress

Ensure the project status and work details are correct and current, evaluating and re-prioritizing any items that aren't going to plan.

Project managers can review or update the status of work on the Plan screen. Also, project stakeholders can view a summary of work status information on the WRK14 – Project (and Portfolio) Highlight Report, which is a FastTrack analytic.

           

Execution and Tracking Reports

How are we able to understand the impact of time reported against remaining forecast?

Work Portfolio – Portfolio Manager – Customizable Column Set

Screen

Custom column sets provide an overview of work items in a portfolio and their details, such as synced AgilePlace boards, start and finish dates, and percentage complete.

WRK14 – Project and Portfolio Highlight Report 

Analytic

This report summarizes key project information into a one-page report for stakeholders and project review meetings.  
 
The report includes the following:

  • Project attributes 

  • Assigned owners and responsibility information 

  • Dates and milestones 

  • Trend of project condition, RAG, or RYG status 

  • Financial summaries  

  • Change requests 

  • List of risks and issues  

  • Descriptions 

  • Additional commentary 

You can run the report for a single project or across the portfolio. The portfolio report includes an executive summary on the first page, followed by one-page summaries for each project on individual pages. 

WRK28 – Portfolio/Project Scheduled vs. Actual Effort Analysis

Analytic 

This report visualizes planned effort vs. actual or reported effort. It provides the resource activity, weekly-level details of the hours planned for each activity, and the hours reported.
 

FastTrack Power BI Showcase Dashboards – Work Portfolio – Financial Summary

Power BI Dashboard

This dashboard gives an overview of costs and benefits of the work portfolio, including baseline, actual/forecast, and variance data. It also contains visualizations of cost and benefits that can be sliced by data such as capital, expense, labor, cost savings, and investment benefits.

How are we able to view the status commentary and variance measures of work being delivered?

Work Portfolio – Portfolio Manager – Customizable Column Set

Screen

Custom column sets provide an overview of work items in a portfolio and their details, such as synced AgilePlace boards, start and finish dates, and percentage complete.
Work View – Project Status Summary Screen

This screen is used to enter the status assessments of a project with RYG or RAG statuses and summary descriptions for the defined assessment areas. Details here are also used in the WRK14 Project Highlight Report.

Red and Yellow Projects

Tile

This work portfolio tile shows all projects that are reporting an overall status of red and yellow or amber from the Project Status Summary screen.

WRK14 – Project and Portfolio Highlight Report

Analytic

This report summarizes key project information into a one-page report for stakeholders and project review meetings.  
 
The report includes the following:

  • Project attributes 

  • Assigned owners and responsibility information 

  • Dates and milestones 

  • Trend of project condition, RAG, or RYG status 

  • Financial summaries  

  • Change requests 

  • List of risks and issues  

  • Descriptions 

  • Additional commentary 

You can run the report for a single project or across the portfolio. The portfolio report includes an executive summary on the first page, followed by one-page summaries for each project on individual pages. 

FastTrack Power BI Showcase Dashboards – Work Portfolio – Portfolio Status

Power BI Dashboard

This dashboard provides an overview of the work portfolio with overall project count and costs, along with visualizations of lifecycle stage, work status, overall status assessment, projects over or under budget, and projects on time or late. It also includes a table of project details that can be sliced by data from the visualizations, such as lifecycle stage or overall status.

How are we able to view the progress of work and upcoming key events?

Work Portfolio – Portfolio Manager – Gantt View

Tile

Selecting the Gantt view within the Portfolio Manager tile will create a visual representation of the baseline and current schedule for all projects in the portfolio.
Plan – Schedule and Assignments – Gantt and Baseline View

Screen

Using the Baseline and Gantt view in the Schedule and Assignments screen allows you to compare how the current schedule and milestone dates are varying from the selected baseline, and adjust as appropriate.

Milestones Due This Period

Tile

This tile is available for a single project or portfolio of projects. It shows all open milestones for the projects and highlights variances from baseline dates and late milestones.
 

FastTrack Power BI Showcase Dashboards – Work 

Power BI Dashboard 

This dashboard displays a range of out-of-the-box Power BI visualizations for the Financial Summary, Portfolio Balance Count, and Portfolio Balance Cost dashboards.

Detailed information for each visualization is provided, highlighting the configuration steps required to recreate the visualization. 

WRK35 – Milestone Trend Analysis

Analytic 

This report monitors and provides insight into date changes on milestones in project schedules. This project portfolio-based report drives on-time project delivery and is based on snapshots taken by the Progression Engine.
 

FastTrack Power BI Showcase Dashboards – Work Portfolio – Portfolio Status

Power BI Dashboard

This dashboard provides an overview of the work portfolio with overall project count and costs, along with visualizations of lifecycle stage, work status, overall status assessment, projects over or under budget, and projects on time or late. It also includes a table of project details that can be sliced by data from the visualizations, such as lifecycle stage or overall status.

FastTrack Power BI Showcase Dashboards – Work Portfolio – Milestone Details

Power BI Dashboard

This dashboard provides insight into the overall health of a work portfolio and its KPIs, and includes a high-level status and timeline view along with cost and investment visualizations.

Work portfolio milestone metrics can be categorized by type, identifier, and due date, and displayed in a Gantt chart or detailed table view.

How are we able to understand when work is under- or overperforming against time and financial targets?

Work Portfolio – Portfolio Manager – Financial Variance Column Set

Screen

The Work Portfolio – Portfolio Manager – Financial Variance Column Set gives you an overview of the work items in a portfolio. This allows you to see negative and positive variances in costs and effort, along with access to the details of each work item.

WRK14 – Project and Portfolio Highlight Report

Analytic 

This report summarizes key project information into a one-page report for stakeholders and project review meetings.  
 
The report includes the following:

  • Project attributes 
  • Assigned owners and responsibility information 
  • Dates and milestones 
  • Trend of project condition, RAG, or RYG status 
  • Financial summaries  
  • Change requests 
  • List of risks and issues  
  • Descriptions 
  • Additional commentary 

You can run the report for a single project or across the portfolio. The portfolio report includes an executive summary on the first page, followed by one-page summaries for each project on individual pages. 

WRK32 – Project/Work Portfolio Financial Burndown Comparison

Analytic

This report compares versions of project and work portfolio financial plan data, with effort represented as FTEs, days, and hours, and financials as cost, benefits, and revenue. 

The report includes the following:

  • Burndown chart for the work portfolio and each project 
  • Portfolio-based and summary time-phased chart showing the financial profile across the whole portfolio, based on versions of the financial plan 
  • Project-level and time-phased chart showing the financial profile for each project, based on versions of the financial plan 
  • Detailed data tables

FastTrack Power BI Showcase Dashboards – Work – Projects Over and Under Budget

Power BI Dashboard 

This dashboard allows for a side-by-side comparison of projects that are over or under budget, their total and baseline cost, and the time horizon. The report also includes a table that can be used to see individual project information such as status assessment, project manager, cost variance, and more.

FastTrack Power BI Showcase Dashboards – Work Portfolio – Portfolio Status

Power BI Dashboard

This dashboard provides an overview of the work portfolio with overall project count and costs, along with visualizations of lifecycle stage, work status, overall status assessment, projects over or under budget, and projects on time or late. It also includes a table of project details that can be sliced by data from the visualizations, such as lifecycle stage or overall status.

FastTrack Power BI Showcase Dashboards – Work Portfolio – Financial Summary Power BI Dashboard This dashboard gives an overview of costs and benefits of the work portfolio, including baseline, actual/forecast, and variance data. It also contains visualizations of cost and benefits that can be sliced by data such as capital, expense, labor, cost savings, and investment benefits.

 

           

           

Project Planning and Scheduling Process Steps

           

CZ Planning and Scheduling Process Flow.png

Project planning and scheduling process flow

Process Step Description
Define project/work breakdown structure

Create a new project to form the basis of the project schedule. In the Work Plan, build out the work breakdown structure (WBS) by adding work items such as sub-projects, milestones, tasks, and sub-tasks. As part of this step, you can define the project start and end date, duration, and dependencies.

The project schedule consists of any elements in the WBS that exist below the project level in the hierarchy, such as projects, milestones, and tasks, as well as effort, dates, and durations. The WBS can be displayed as a grid or as an Interactive Gantt view; this view also provides alternative project schedule views in the Gantt settings, such as critical path, baseline, or baseline vs. actuals.

For more information:

Determine durations and relationships

Determine the dates and durations of work items and establish logical relationships between work items in the project schedule you defined in the previous step, such as establishing a successor or using Shortcuts to add inter-project dependencies to the plan.

As a best practice, update the Work (effort) or Duration column in the Work Plan for each work item, and have the system automatically calculate the work item start and due dates.

For more information:

Plan resources

Estimate the effort required to deliver the work at the project-level or for individual work items; define resource effort in the Work (effort) column using the Work Plan grid view. Use the Work Plan Resource Planning view to check resource availability and assign resources to projects.

For more information:

Baseline schedule

Create a Work Plan baseline to capture a snapshot of the project's schedule as it proceeds into execution.

This schedule baseline provides a record of the planned work tasks, milestones, dates, and durations to be monitored and compared to actual progress.

To view baseline values and variances, add them to Work Plan columns, or search for them in the project Property Card.  Baseline variances can also be viewed on the resource level in the Resource Planning view in the Work Plan.

Assign resources

View resource availability and assign resources to work items using the Work Plan Related Panel, or the Resource Planning view, where project managers can detail out resource assignments by day, week, or month. If multiple resources are assigned to a work item, by default effort is spread equally across the resources, but can be adjusted on an individual basis.

Note: the project work load is automatically assigned to the project manager until it is assigned to a resource.

                       

           

Change, Risk, and Issue Management Process Steps

           

CZ Change Risk Issue Management Process Flow.png

Change, risk, and issue management process flow

           

Process step Description
Add risk

Risks identify and track things that may happen, including their impact and likelihood, and require a response or mitigation plan to address them.

Create standalone risk case types in the Risks module. Add details to the Risk Properties card to describe and categorize the risks (e.g. risk rating), then associate the risks to one or more work items in the Add Related Panel. 

For more information:

Add issue

Issues identify and track things that are happening now that require an owner to take action.

In the Issues module, create and record the issues associated with the delivery of the work, including additional details to describe and categorize the issues.

Convert to change

Changes are alterations to a project's scope or expected deliverables. Changes can be the result of addressing a risk or an issue, or the result of changing needs from the customer or management.

In the Requests module, create requests then associate them to the delivery of a work item in the Request Properties card. Include additional details to describe and categorize the request.

Requests that capture changes to project scope, timeline, or budget can be converted into a change request once approved.

Requests that are used as an idea intake can be converted into a project request once approved – however, the most efficient method is to create a new project then mark its state as Requested. Managers can view all projects by type (requested, approved, etc.)

Transfer or move

Convert a change, risk, or issue from one case type to another (for example, from a change to a risk) or move a change, risk or issue from one project or work item to another as needed.

Risks, issues, and changes can be associated to projects or work items as well as converted to other case types in the Property card.

Resolve/Close

Close changes, risks, and issues when appropriate in a timely manner to help maintain a current overview of the factors affecting a project's progress. Establish automatic workflow rules to automate resolving a case once a work item is complete.

Use the following guidelines to close changes, risks, and issues:

  • Changes – When all associated actions are finished.
  • Risks – When they are no longer determined to be risks and have not been escalated or otherwise changed.
  • Issues – When they have been resolved or mitigated.

           

           

Execution and Tracking Process Steps

           

CZ Execution and Tracking Process Flow.png

Execution and tracking process steps

Process step Description
Do work

Resources carry out the work that has been assigned to them.

Capture data on the progress of work

As work progresses, resources' actual time spent on work is tracked, and project managers update milestones and other dates as needed.

Resources' time can be captured the following ways:

  • Resources submit timesheets or report time directly on reportable work items
  • Resources can also update progress by entering % complete, actual effort, or remaining effort directly on work items
Review progress of work

Track and monitor work progress using baselines to compare the current status with planned progress, or use Project Roadmaps and the interactive Gantt tool for planned vs. actual, critical path, or other views of the Work Plan.

For example, project managers can monitor the scheduled and actual dates and track the variance against initial expectations, such as an initial baseline, to obtain a full understanding of the project progress. Then, they can save the Work Plan as a new baseline to compare against a baseline taken at the start of the project. This helps project managers have a clear understanding of how a project is progressing in relation to the original baseline and identify where dates have slipped or been brought forward. Any variance from the original project baseline may have financial implications or require the proactive reassignment of resources in order to negate any negative impact on the project.

Note: Planview AdaptiveWork can be custom-configured to save multiple baselines.

Plan/re-plan remaining scheduled work

Manage the schedule for the remaining scheduled work, adjusting dates and durations if necessary.

Manage exceptions and report on project status and progress

Ensure the project/work status and work details are correct and current, evaluating and reprioritizing any items that aren't going to plan.

Review and update the status of work in the Work Plan, and generate related status reports.

           

           

Reports, Outputs, and Analytics

There are a number of standard reports related to project management. These can be run with specific filters to see the desired outputs. For more information, see Project Manager ReportsProject Highlight Report, and the Period Project Report (PPR).

Additional reports and dashboards can be created by the administrator and shared with the organization and appropriate team members.

           

           

Planning and Scheduling Process Steps           

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Planning and scheduling process flow

Process Step Description
Define project/work breakdown structure

Define the project work breakdown structure (WBS) using the Plan tool. Add activities for phases of work and milestones for important dates in a hierarchical list.

           

NOTE

In the connected Portfolios-ProjectPlace use case where governed work is created in Portfolios but delivered by teams in ProjectPlace, project managers have the option to create work in Portfolios but manage the plan in ProjectPlace. When the plan is managed in ProjectPlace, ProjectPlace becomes the system of record for the plan, and the synced plan in Portfolios becomes read-only. Project managers can continue to use Portfolios to support other capabilities such as resource management, financial planning, project portfolio planning, and reporting.

For more detailed information on how work is synced in a connected Portfolios-ProjectPlace environment, refer to the Project Team Delivery (ProjectPlace – Connected) capability. For Planview administrators to configure ProjectPlace to manage the plan, refer to the steps in Hybrid Delivery: Configure (coming soon).

           

Determine dates and durations Enter dates and durations of planned work using the WBS or the Gantt chart. Add dates for activities, milestones, and their associated cards. Dates and durations can be adjusted in the WBS or Gantt chart.
Forecast and plan resources Forecast and plan resources using the Workload tool. The Workload tool provides an overview of how much work each member is currently assigned, and how much work is planned for the near future. Access to the Workload tool and the view of members within the tool depends on your Projectplace role and Workload tool access rights. Toggle between the Capacity view and the Heatmap view to view members’ capacity and assigned workload.
Add members to the workspace Based on the forecast and planning of resources, add members to the workspace. Workspace members can be assigned a workspace role, added to a group or team, and granted access rights.
Assign members to cards on the board Using the Boards tool, assign members to cards on the board.
Follow-up on progress and re-plan Follow-up on progress of work from cards on Boards. Each card contains information about:
 
  • The task to perform
  • The assignee
  • Dates
  • Any attached files
  • Dependencies
  • Current status in the workflow

After reviewing work/cards on Boards, go back to the Plan and adjust dates or re-plan activities and milestones if needed.

                       

           

Risk and Issue Management Process Steps

           

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Risk and issue management process flow

           

Process step Description
Manage risks and issues

The Issues tool identifies and manages risks and issues for all projects in the workspace. Create a risk or issue and associate it to a card or activity to monitor the status of work associated to the risk or issue.

Create risk

Risks identify and track events that may happen, including their impact and likelihood. 

Create a risk associated with the delivery of the work, including additional details to describe and categorize the risk. Analyze and categorize the risk by using the risk matrix to assess the risk level.

Create issue Issues identify and track events that have already happened and impact project delivery.

Create an issue associated with the delivery of the work, including additional details to describe and categorize the issue.
Evaluate

Determine which issues should be fixed first. Assign each issue a priority value and categorize the issue by type, such as error report, change request, request for information, or general input.

Continue to monitor and update the status of risks and issues.

           

           

Execution and Tracking Process Steps

           

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Execution and tracking process steps

Process step Description
Do work Team members carry out the work that has been assigned to them.
Capture data on the progress of work

As work progresses, team members track time spent on work, and project managers update activities and milestones in the Plan. The Gantt chart or WBS view in the Plan displays the progress of all activities and associated cards.

Team members can report time in the following ways:

  • Report time on activities in the Time reporting tool
  • Report time on a single activity
  • Report time on a card
Review progress of work Workspace Reports provide updates on the progress of work with different levels of detail. Use workspace reports to monitor and share progress on projects with internal and external stakeholders.

Widgets on the Reports page are fully customizable, so you can control how reports look for specific project workspaces. Various chart options are also available from the Board view.
Plan and re-plan remaining scheduled work Adjust the dates and re-assign team members as needed.

Manage exceptions and report on project status and progress

Ensure the project/work status and work details are correct and current. Evaluate and reprioritize any items that aren't going to plan.

Review and update the status of work in the Plan, and generate related status reports.