Projects

Last modified on 2022/05/28 10:54

Definition

A project is a group of scheduled tasks to which resources are allocated. Projects managed in Service Manager are IT projects under the responsibility of the IT Department. They are used to plan organizational changes that affect IT systems.

EndDefinition

example  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 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  End of development

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

      example  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

  • EasyVista 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.
      • Service Manager 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.

Caution

  • The WBS does not support more than 999 tasks by hierarchy level. If the number of tasks is more important for a level, you must divide your project into several sub-projects or you must create parent tasks.
  • 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.

Best 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  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. 

Menu access

  • Project > Project > My Projects or Our Projects (Groups / Participants) or All Projects
  • Gantt Chart: Go to the list of projects > Display Gantt icon.png next to the project you want

Description of tabs

         Project.png

TabUpdateRules_After2016Versions

Create a new item Delete an item or association with a related item

Run the New wizard at the top of the tab

Fundamentals - Form - New wizard.png

Move the cursor over the corresponding item and click Trash icon.png

Fundamentals - Form - Delete wizard.png

Alphabetical order of the tabs

QuickAccess

Details

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  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 Service Manager 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

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 throughout the entire project life cycle.

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. 

Discussions

DiscussionTab

List of discussions which users can access based on their domain and the visibility of the discussion.

  • 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.
ProjectTabs

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 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.

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 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 in this tab.
  • WBS numbering is automatically performed.

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 in this tab. Also automatically updated when the project is created by an MS Project file.
  • Participants removed from the project 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.

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 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 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 in this tab.

Configuration Items

List of configuration items used by the project.

Projects

List of other projects related to the project.

  • Update: in this tab.

Change Requests

List of change requests related to the project.

  • Update: Use the Link to a Project wizard available in the Change Request form or 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 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 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 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 in this tab.

Groups

List of groups participating in the project.

  • Update: in this tab.
  • Tasks cannot be assigned to a group.

Attachments

List of project documents stored on the server.

example  Documentation, minutes of meetings

  • Update: in this tab.

Hazards

All events that justify the overall project risk.

example  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

Step 1: Creating the project.

1. Select Project > My Projects in the menu.

2. Click Add icon.png.

3. Select the method used for creating the project.

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 Service Manager user table automatically, select the Add Unknown MS Project Participants option.
    • The link between Service Manager and MS Project will be performed using the user's name. 
    • The administrator must assign a profile, domain and password to all newly created employees so that they can log in to Service Manager, view assigned tasks and enter time sheets.

To create a blank project

  • Select Created by EasyVista.
  • Click Next.
  • (optional) Initialize the project structure (i.e. tasks, resources assigned) using a template from a template. Note: All templates in the library and all projects that can be duplicated will appear in the drop-down list.
  • Click Next and specify the main information on the project.
  • Click Finish.
  • (optional) Modify the project number.
  • Click Finish.
    The Project form will appear.

Step 2: Defining tasks and assign resources from the Gantt chart.

1. Click Black Down arrow icon.png next to the Project field and click Display Gantt icon.png Display Gantt.
The Gantt chart will appear.

2. Specify the information. Open url.png See the procedure.

3. Click Save icon.png 

Step 3: Entering additional information.

1. Close the Gantt chart.
The Project form will appear.

2. Enter additional information in the other tabs.

3. Click Save icon.png.

Wizards

Cancel Project
End of Project
Recalculate WBS of Tasks

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