Projects


A project is a group of scheduled tasks to which resources are allocated. Projects managed in Product name - ev itsm.png are IT projects under the responsibility of the IT Department. They are used to plan organizational changes that affect IT systems.

Example documentation icon EN.png  Change of premises, application or software deployment, change of telecoms network, adoption of a DMS

Each project:

  • Has a precisely defined objective to be attained within a scheduled time limit.
  • Determines the best kickoff opportunity based on the estimated budget and risk assessment performed.
  • Employs a set of human, hardware and software resources.
  • Contains a series of steps sequentially scheduled in a Gantt chart. These steps are identified in a unique way in the WBS (Work Breakdown Structure). Each step can define:
    • A task: An individual action performed by project participants.

      Example documentation icon EN.png Production of user guide assigned to Carole Adam

    • A milestone: A reference point used to monitor progress within the project life cycle. No resources are assigned and its duration is null.

      Example documentation icon EN.png  End of development

    • A parent task: Extended period with no resources assigned that contains a group of subtasks.

      Example documentation icon EN.png  Documentation and training includes the following tasks: Production of user guide, Production of administration guide and User training. Open url.png See the example of the Gantt chart.

  • Can be associated with equipment, CIs, change requests, incidents, etc.
  • Is constantly assessed using four health indicators that enable project managers to anticipate any overrun in terms of budget, deadline, progress and workload and make the necessary adjustments. Open url.png See Project Portfolio.
  • Can be defined using a template or by duplicating another project.
  • Can be attached in a type allowing organizing projects depending on their function.

   Open url.png See the life cycle of a project.

Examples

Project template vs project duplication

The DMS deployment project must be set up on three corporate sites, i.e. Boston, London and Paris. It can be broken down into nine tasks. Open url.png See the Gantt chart.

  • Solution 1: Create one project for each location.
    --> Weakness: The project must be created three times together with its nine tasks to be assigned to different resources.
  • Solution 2: Create a template and then create the three projects using the template.
    --> Weakness: Once deployment is performed on the three sites, the template will not be reused. As such, it is pointless to store the template in the library.
  • Solution 3: Create the project for the Boston site and authorize its duplication. Next, create the two other projects by duplicating this project.
    --> Strength: The nine tasks assigned to different resources are automatically copied. Only the location, London or Paris, must be modified for each new project.
    Once all three projects have been created, you can remove the duplication authorization from the Boston project which was used as a temporary template.


Calculation of project workload

A project has a scheduled duration of ten days with a working day duration of seven hours --> Scheduled workload = 70 hours (10 days * 7 hours per day)

Task Scheduled duration Time spent Assigned to Progress
Documentation 42 17 Carole Adam 10%
Training 28 0
Total 70 = Scheduled workload 17 = Completed workload

% completed = 6%

==> ([ [ (42 * (10 / 100)) + (28 * (0 / 100)) ] / (42 + 28) ] * 100)

% workload = 24.28%

==> ([ (17 + 0) / (42 + 28) ] * 100)

Notes

  • Logo - EasyVista.png does not impose any project methodology. Projects are not managed by a workflow. Task progress and changes in status must be made manually.
  • Projects can be created easily:
    • Using an existing project as a temporary template and by copying the entire structure of resources and tasks.
    • Using a project template.
    • Using an MS Project file that was exported in an XML file.
      • In MS Project, several resources can be assigned to one task. When importing the file, a summary task will be created for the task. It will contain as many subtasks as there are resources assigned.
      • Product name - ev itsm.png only manages full working days. As such, hours for tasks will automatically be truncated during the import.
  • Only project managers can select My Projects in the menu to modify a Project form or Gantt chart. Users who are defined as project participants can only access the project in read mode by selecting All Projects in the menu.
  • Only project managers can assign resources to uncompleted projects:
  • Values entered in the Project form are global values. You can enter details for each task in the Gantt chart, e.g. cost, completion period, or workload.
  • The project end date does not depend on the completion end date of the last project task.
  • You can end a project early using the Cancel Project wizard.

Best Practice big icon.pngBest practice

  • Use the Gantt chart to create tasks and assign resources. Open url.png See the procedure.
  • To design a new project quickly and minimize the risk of overlooking some steps, use a project template or duplicate an existing project with a similar structure.
  • If the project's usefulness is only temporary, you should not create a template. Instead, you should authorize its duplication by selecting the Can be duplicated box. Open url.png See the example.
  • The project status is automatically updated only when it is created or when the End of Project or Cancel Project wizard is run. You must modify it manually throughout the entire project life cycle.
  • Resources, other than participants, that are associated with the project, e.g. equipment, licenses, etc. are displayed only for information purposes and are not affected during the project life cycle. Create alerts, business rules or notifications for these elements if you want to inform the relevant users.

    Example documentation icon EN.png  The SAP software implementation project requires a dedicated server for one full working day ==> Create an alert to warn the IT Manager of the server's scheduled unavailability. 

Caution

  • Be careful when modifying estimated project elements, e.g. duration, workload or budget, because they are used as references for calculating the health indicators displayed in the Project Portfolio.
  • The WBS is automatically updated each time the hierarchy level of tasks is modified. Use the Recalculate WBS of Tasks wizard only if numbering is inconsistent. This is because all parent tasks and subtasks will become level 1 tasks.

Screen description

Project.png

Menu access: Project > Project > My Projects

Gantt Chart : Project > Project > My Projects > Display Gantt icon.png next to a project. Open url.png See the description.

Project Number: Automatically generated number when the project is created.

  • To format the number, select Administration > Parameters > Auto-Inc Fields in the menu.
  • To prohibit subsequent modification, switch to edit mode and make the field accessible only in read mode. Open url.png See the configuration of forms.

Status: Current project status used to show progress.

  • Update: Automatically when the project is created or when the End of Project or Cancel Project wizard is run.
     
ProjectName

Project Name: Name used to identify the project contents.

EndProjectName

Can be duplicated: Used to indicate if the project can be used as a temporary template for creating a new project (box is checked) or not (box is not checked). If duplication is authorized, then the entire project structure is copied, i.e. tasks, resources assigned, etc.

  • Temporary templates are not stored in the template library. Open url.png See the example.
  • The duplicated structure can be modified for the new project.
     
ProjectType

Type: Type associated with the project, with the full path.
         Example documentation icon EN.png  Projects/Software implementation

  • Only types whose validity end date is unspecified or later than the current date will be available.
EndProjectType
ProjectManager

Project Manager: Manager in charge of the project.

  • This is the only person authorized to modify project information and edit the Gantt chart by assigning resources or scheduling tasks. 
  • By default, it is the user logged in to Product name - ev itsm.png when the project is created.
EndProjectManager
ScheduledDate

Scheduled Start Date/Scheduled End Date: Scheduled duration for project completion, used as a reference throughout the entire project life cycle to assess differences in task progress. This is represented by the Time Limits indicator in the Project Portfolio.

  • You can enter details on the scheduled periods for task completion in the Gantt chart.
  • The scheduled end date is not modified when the schedule in the Gantt chart is updated. This is used to identify late tasks.
EndScheduledDate
DurationWorkingDay

Duration of a Working Day (Hours): Average workload completed in one day, used as a reference for calculating the duration of the project workload.

  • Expressed in hours:minutes.
EndDurationWorkingDay
PlannedBudget

Planned Budget: Total estimated cost of the project, used as a reference for assessing cost differences in task completion. This is represented by the Budget indicator in the Project Portfolio.

  • Expressed in the currency of the location.
  • You can enter the breakdown of the estimated cost per task in the Gantt chart.
EndPlannedBudget
ScheduledWorkload

Scheduled Workload: Total scheduled time for project completion, used as a reference for monitoring task completion time. This is represented by the Workload indicator in the Project Portfolio.

  • Expressed in hours:minutes.
  • You can enter details on the scheduled workload per task in the Gantt chart.
  • Caution: You should take the working day duration into account when specifying the workload.
EndScheduledWorkload

      Open url.png See the example.

End Date: Effective end date of the project or of the canceled project.

  • Late tasks are those whose scheduled end date is later than this date.
  • Update: Use the End of Project or Cancel Project wizard.
     
Location

Location: Location for which the project is completed.

  • This information is used to display the project based on the manager's domains.
EndLocation
Department

Department: Department for which the project is completed.

  • This information is used to display the project based on the manager's domains.
EndDepartment

Workload carried out: Total time spent by participants on all project tasks, including completed tasks and tasks in progress.

  • Expressed in hours:minutes.
  • This is automatically calculated and updated when time sheets are entered.

        Open url.png See the example.

Scheduled workload: Total scheduled time for all project tasks, including scheduled tasks, tasks assigned or not assigned to participants.

  • Expressed in hours:minutes.
  • It does not take workload progress into account.
  • This is automatically calculated and updated each time the schedule in the Gantt chart is modified.

        Open url.png See the example.

Workload ( % ): Estimated average rate of progress. It takes into account the time spent on each task. This is represented by the Progress indicator in the Project Portfolio.

  • (∑ time spent / ∑ scheduled time) * 100
  • This is automatically calculated and updated when time sheets are entered and each time the schedule in the Gantt chart is modified.

        Open url.png See the example.

Percentage of completion: Average rate of progress. It takes into account actual progress for each task. This is represented by the Progress indicator in the Project Portfolio.

  • [ ∑ (scheduled time * rate of progress) / ∑ scheduled time ] * 100
  • This is automatically calculated and updated when time sheets are updated and each time the schedule in the Gantt chart is modified.

        Open url.png See the example.

Description

Description: General description of the project, used to describe its objectives, constraints, etc.

EndDescription

List of tabs

        Project tabs.png

ProjectTabs

Synthesis: Detailed information used to explain the health indicators displayed in the Project Portfolio, i.e. compliance in terms of budget, deadlines, progress and workload.

  • Accessible only in read mode.
  • Update: Automatically updated throughout the entire project life cycle.

Planning: All project tasks and milestones used to summarize the organization of work, resources assigned to tasks and differences between estimated and actual values. 

  • Update: In the Gantt chart.
  • Scheduled Workload and Duration: Expressed in hours:minutes.

Tasks (Note: Only in My Projects): List of project tasks. These can be steps performed individually by a participant or parent tasks containing several subtasks.

  • Update: In the Gantt chart or click Add icon.png in this tab.
  • A task is assigned to an individual participant. It is never assigned to a group.
  • Each task is scheduled for a minimum duration of one day. Each task contains a scheduled duration, time spent and estimated cost.
  • Scheduled Workload and Duration: Expressed in hours:minutes.
  • Delete icon.png : Used to delete the task only if it was not assigned to a resource.
  • Edit form icon.png : Used to display the Task form.

Best Practice icon.png You should define tasks and assign resources in the Gantt chart. Open url.png See the procedure. This also provides a visual overview of late tasks.

Milestones (Note: Only in My Projects): List of project milestones that can be:

  • Intermediate steps whose duration is null with no resource assigned, used to define visual reference points for major events in the project life cycle that can be due to internal or external constraints.
             Example documentation icon EN.png Delivery of deliverables
  • Intermediate validation points for key project steps, used to review project progress in terms of deadline or cost. 
  • Update: In the Gantt chart or click Add icon.png in this tab.
  • WBS numbering is automatically performed.
  • Delete icon.png : Used to delete the milestone.
  • Edit form icon.png : Used to display the Milestone form.

Best Practice icon.png You should define milestones in the Gantt chart. Open url.png See the procedure.

Participants: List of users to whom project tasks are assigned or who may be required to perform an action during the project.

  • Update: In the Gantt chart or click Add icon.png in this tab. Also automatically updated when the project is created by an MS Project file.
  • Delete icon.png: Used to remove participants from the project. They will no longer appear in the tab even if project tasks were assigned to them. Previously assigned tasks will be kept. Their status may be changed to active at any time.
  • Edit form icon.png : Used to display the Employee form.

Best Practice icon.png You should define participants in the Gantt chart. Open url.png See the procedure.

Equipment: List of equipment used by the project.

  • Update: Use the Link to a Project wizard available in the Equipment form or click Add icon.png in this tab.

Licenses: List of licenses used by the project.

  • Update: Use the Link to a Project wizard available in the License form or click Add icon.png in this tab.

Contract: List of contracts related to the project.

  • Update: Use the Link to a Project wizard available in the Contract form or click Add icon.png in this tab.

Configuration Items: List of configuration items used by the project.

  • Update: Use the Link to a Project wizard available in the CI form or click Add icon.png in this tab.

Risks: Overall project risk. It can be a value and/or assessed using a risk level, i.e. high, medium, low.

  • You can enter the breakdown of the cost of the project risk in the Hazards tab. 

Projects: List of other projects related to the project.

  • Update: Click Add icon.png in this tab.

    Change Request: List of change requests related to the project.
  • Update: Use the Link to a Project wizard available in the Change Request form or click Add icon.png in this tab.

Incidents: List of incidents related to the project.

  • Update: Use the Link to a Project wizard available in the Incident form or click Add icon.png in this tab.

Service Requests: List of service requests related to the project.

  • Update: Use the Link to a Project wizard available in the Service Request form or click Add icon.png in this tab.

Problems: List of problems related to the project.

  • Update: Use the Link to a Project wizard available in the Problem form or click Add icon.png in this tab.

Investment Requests: List of investment requests related to the project.

  • Update: Use the Link to a Project wizard available in the Investment Request form or click Add icon.png in this tab.

Groups: List of groups participating in the project.

  • Update: Click Add icon.png in this tab.
  • Tasks cannot be assigned to a group.

Discussions: List of discussions about the project.

  • Enter the keywords you want in the Search field and press Enter
  • To cancel the search criteria and return to the complete list of discussions, provided you have the relevant rights, click within the box and then click Discussion - Delete icon.png.

Attachments: List of project documents stored on the server.

Example documentation icon EN.png  Documentation, minutes of meetings

  • Update: Click Add icon.png in this tab.

Hazards: All risks that justify the overall project risk.

Example documentation icon EN.png  Project complexity, regulatory changes, user refusal to accept change, software bugs

History of Changes: List of all modifications made to the form of the current object.

EndProjectTabs

Procedures and Wizards

How to create a project

1. Select Project > My Projects in the menu and click Add icon.png.

2. Select the method used for creating the project.

  • If you want to initialize the project using an MS Project file, select Imported from MS Project. Next, download the XML file that was exported from MS Project.
    • To create resources that do not exist in the Product name - ev itsm.png user table automatically, select the Add Unknown MS Project Participants option.
      • The link between Product name - ev itsm.png and MS Project will be performed using the user's name. 
      • The Logo - EasyVista.png administrator must assign a profile, domain and password to all newly created employees so that they can log in to Product name - ev itsm.png, view assigned tasks and enter time sheets.
  • If this is not the case, select Created by EasyVista and click [ NEXT ].
    • To initialize the project structure (i.e. tasks, resources assigned) using a template, select the template from the drop-down list. All templates in the library and all projects that can be duplicated will appear.
    • Click [ NEXT ] and specify the main information on the project. Some information may be preloaded by the template.
    • Click [ FINISH ].
    • Modify the project number and click [ FINISH ]. The Project form will appear.

3. Go to the Gantt chart to define tasks and assign resources.

  • Click Black Down arrow icon.png next to the Project field and click Display Gantt icon.png Display Gantt.
  • Specify the required information. Open url.png See the procedure.
  • Click Save icon.png to save the chart and close it. The Project form will appear.

4. Specify information in the other tabs of the Project form, such as resources, hazards, risks, etc. and click Save icon.png to save the form.

Wizards

Cancel Project: Used to indicate that the project is canceled.

  • The project will disappear from the list of current projects and will automatically be archived.
  • The project status and end date will automatically be updated in the Project form.
  • The task schedule can no longer be modified.
  • Tasks will disappear from the time sheets of project participants. Only project managers can continue entering time sheets by selecting Time Sheet > My Projects.

Best Practice icon.png To reactivate a canceled project, you should modify its status. It will automatically reappear in the list of current projects.

End of Project (Note: Only if all tasks are 100% completed): Used to indicate that the project is completed.

  • The project will disappear from the list of current projects and will automatically be archived.
  • The project status and end date will automatically be updated in the Project form.
  • The task schedule can no longer be modified.
  • Tasks will disappear from the time sheets of project participants. Only project managers can continue entering time sheets by selecting Time Sheet > My Projects.

Recalculate WBS of Tasks: Used to reinitialize all WBS IDs for project tasks.

  • All parent tasks will be deleted.
  • All subtasks will become level 1 tasks.
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Last modified by Unknown User on 2018/11/20 15:01
Created by Administrator XWiki on 2013/03/25 18:29

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