Project Templates


Project templates are standard projects used on a regular basis by the IT Department.
        Example documentation icon EN.png Development of a specific software, equipment deployment, software migration

They are used to initialize and create new projects quickly by duplicating the entire project structure, e.g. tasks, resources assigned, active participants, links to change requests, CIs, etc. The dates for task completion and milestones will be adjusted based on the project start date. Open url.png See the example

Each template is used to identify:

  • Project steps, e.g. training, build, documentation, and the task schedule and milestones.
  • The participants to be assigned.
  • The other resources affected.
  • The estimated budget and workload.
  • The location and department of the project.

Example

1. Definition of a software deployment template to be used each time a software is updated at a corporate site.

  • Template comprising eight tasks
  • Scheduled duration (workload): 3.5 months
  • Scheduled completion period: from Jan 1 to April 15

2. Creation of the ABC software deployment project using the template.

  • Scheduled start date: Aug 28
  • The completion period is automatically adjusted based on this start date instead of the template start date, i.e. from Aug 28 to Dec 11.
  • The task schedule will automatically be created and dates will automatically be updated based on the new start date.
     
Task Completion period
Template Project
1. Project team training Jan 1 to Jan 16 Aug 28 to Sep 12
2. Build Jan 14 to Jan 24 Sep 10 to Sep 20
3. User documentation Jan 24 to Feb 6 Sep 20 to Oct 3
4. Standard master update Feb 5 to Feb 24 Oct 2 to Oct 21
5. Pilot Feb 1 to Mar 9 Oct 18 to Nov 4
6. Acceptance Mar 6 to Mar 18 Nov 1 to Nov 13
7. Deployment Mar 16 to Apr 3 Nov 11 to Nov 29
8. Initial support Mar 31 to Apr 15 Nov 26 to Dec 11

Notes

  • Project templates can contain unlimited numbers of tasks.
  • Project templates do not have numbers. The number is assigned to the project when it is created based on the template.
  • Project managers are initialized with the logged-in user instead of the manager specified in the template.
  • The scheduled start date is the reference date used to initialize all tasks in the project created based on this template.
  • The project end date does not depend on the completion end date of the last project task.

Best Practice big icon.pngBest practice

  • If the usefulness of the template is temporary, you should create a temporary template using an existing project where duplication is authorized. You can authorize duplication by selecting Can be duplicated in the Project form. Once the new project is created, you can unselect the duplication authorization.

Screen description

         Project Template.png

Menu access: Project > Project > Project Templates

ProjectName

Project Name: Name used to identify the project contents.

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.
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.
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.
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.
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.
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.

Example documentation icon EN.png  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)

Location

Location: Location for which the project is completed.

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

Department: Department for which the project is completed.

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

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

List of tabs

        Project Template 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

Procedure: How to create a project template

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

2. Specify the information required and click [ FINISH ].

3. The list of project templates will be updated. Click Edit icon.png to open the form and enter additional information.

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Last modified by Unknown User on 2018/01/04 14:58
Created by Administrator XWiki on 2018/01/04 14:56

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