Typically, resource managers create and modify resources, project or portfolio managers create and modify projects, and resource/project managers create/modify assignments in close collaboration. The main, basic aspects of managing projects are for project managers to set up the project initially, forecast resource needs for the project, and schedule its expected execution.
Below is an introduction to the main functions a project manager would use.
Accessing the Project Center
Click the Projects button (the briefcase icon along the upper left set of icons) to open the role-based center for managing projects.
A project tab will be opened, with several main tabs for managing a portfolio of projects.
There main tabs are as follows:
Data- Important project data (i.e., the main project list for the portfolio, within the filters you've set)
Demand- Total time-based resource/skill demand summarized for each project
Initiation - Project requests awaiting approval
Forecast- All resource/skill assignments for projects in the portfolio
Backlog - The Agile Backlog, Features, and Issues (User Stories/Bugs)
Roadmap - The Sprint Roadmap
Requests- Manage requests
Note: The projects and related data that appears is based on the selection in your filter, which is the Funnel icon at the top right of your screen (the upper right control panel is below):
See ResourceFirst Navigation for more on setting filters.
The Project Data page lists all the projects in the Portfolio contained within the filtering parameters. Project Data views contain a combination of attribute data and status fields. Multiple views are available to show the project list with different parameters. Project data views allow the addition of new projects and the editing of project information for users with the appropriate right level.
Note in particular the actions possible using the two buttons in the upper left. Hovering over the buttons shows the functionality. The + sign is to add projects and the X is to delete a project. See Adding, Editing, and Scheduling Projects for more on adding and maintaining projects.
The Save icon is used by Project Managers to save Project Data. To export to Excel, click the Export icon.
The Import Project icon functionality is beyond the scope of this article.
Project Data Fields
The detailed project information is presented in a custom view created by the administrator. To switch between views, click on the Project Views drop down at upper right and select the view desired. Users can select a subset of view fields to be displayed by clicking the drop down on any field header and selecting columns.
Following are some of the important Project Data fields. In addition to standard fields, PDWare provides User Defined Fields for additional needs.
- Status- Indicates in color what the status of a project is. Available colors are
Project Name- The name of the project.
Unit Priority- Project priority in values 0-9999 where 0 is highest priority and 9999 is the lowest priority
Organization- The node in the project OBS in which the project is stored.
- Project Manager – The project manager. Note that several users might have P1 right to a project but only one can be specified as the manager.
Start/Finish/phase gates- Key dates for the project.
State – Project state. (e.g., Proposed, Approved, Closed, Suspended)
Key – This field is often used to uniquely identify the project and integrate with other systems.
Active – Indicates if a project is active or inactive.
- User Defined Fields- Additional fields may be defined for customer specific purposes. Common examples are Location, Project Type and Customer.
Double-clicking on the project name takes the user to the Project Workspace for that individual project (a tab is opened for that specific project, with a new set of project-specific sub-tabs).
Many additional actions are possible for the Project Manager from the Project workspace. Click the tab needed to perform actions in that area.
Note: To show or hide Project Workspace sub-menus, click the small "hamburger" icon to the far upper right of the Project Workspace (the horizontal lines, in the upper right of the image below), to open the Workspace Menu Selector, pictured below:
The Project Info tab allows the user to initiate a project or modify project information via the set of data entry forms created by the administrator. To edit a field, click on the cell you want to edit. To change forms, click on the Project Forms field on the right and select the one desired. When finished entering/modifying project information, click the Save button to the far right.
When editing the project information, different fields will force different data:
Text Fields – Free form entry
Lists – A value must be selected from the displayed values
Dates – a date must be specified by selecting from the date control or typing in a valid date
Status – a value of G,Y,R,NA must be selected from the list
For details, see the Effort Forecasting article. Actions within this project-focused Forecast are similar to the resource-focused Forecast tab in the Resource Center.
This tab provides a graphical view of the overall demand for the project by interval, with blue showing the demand that has been allocated to named resources (and is not excess demand on those resources), and red showing the shortfall (skill demand and excess allocations to named resources).
See Adding, Editing, and Scheduling Projects for details.
Risks and Issues
Project managers can create and modify risks and issues using this sheet. Risks affect the outcome of a project and have a probability and impact. Issues have impact and affect the progression of a project.
Project managers can store and retrieve documents related to a project using this sheet.
Project focused discussions can take place in this context.
Key Performance Indicators
PDWare assesses key performance indicators for each project based on data in the database. A summary of these KPIs is provided for the project in the upper right of the Project Workspace. The KPIs and a description of each is below:
In the Project Information sheet, project forms previously created by the administrator may be used to simplify data entry and modification. To select a different form, click in the Project Forms area and select from the drop down list. For more on creating forms, see Administering Forms.
The Demand tab shows the prioritized list of projects for projects/resources/periods within your Get Data filters, along with a summary of the resource demand and shortfall for each project. There is also a What-If button in the upper left that allows you to see the shortfall impact if a project is shifted forward or backward in weekly increments. There is also a button in the upper right for displaying the legend for what the colors represent (varying degrees of resource shortfall).
The color thresholds are set by the administrator for all users. The severity of under-staffing increases from yellow→orange→red.
Drill Down to Project Forecast
By clicking on a project name in the Project Demand sheet, the Forecast sheet will be opened, filtered to only show that Project’s assignments. Then you can see where the shortfall is (i.e., which resources are constrained). For example,in the image above, if you went to project A1003 and clicked on the project name, you would be presented with the following Forecast screen for just this project. Note which resources are overloaded.
Viewing a Particular Resource's Forecast
On any particular forecast line, if you want to see what's causing a particular resource to be overloaded, simply click on the resource name to see that resource's overall forecast.
Reminder: If you make changes to the forecast cells, don't forget to click the Save button in the upper right.
The Project Initiation process allows for a project to be requested, where it will go into a queue of candidate projects. Once it becomes finalized and approved, appropriate notifications are sent and work on the project can begin. View the short video below for more.
Save and Cancel
To save Project Data changes to the database, click on the Save button at upper right. If you do not want to save the changes made in a role-based section (e.g., Projects), simply exit the section session by clicking the “x” in the upper right of the role-based section header: