Project Templates
Definition
Project templates allow you to quickly create a project by duplication.
- The entire project structure will be copied, 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.
EndDefinition
These are standard project used on a regular basis by the IT Department.
example Development of a specific software, Equipment deployment, Software migration
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
- 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.
Characteristics specific to versions 2016 and earlier
The Project Template form in versions 2016 and earlier is different:
- Graphic interface:
- General overview of the form
See the Fundamentals - Screens in the Project Template form
- General overview of the form
Menu access
Project > Project > Project Templates
Description of tabs
TabUpdateRules_After2016Versions
Click to see the general principles for updating tabs.
| Create a new item | Delete an item or association with a related item |
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Run the New wizard at the top of the tab
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Move the cursor over the corresponding item and click
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Alphabetical order of the tabs
QuickAccess
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ProjectName
Project Name: Name used to identify the project contents.
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.
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.
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 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.
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.
You should define tasks and assign resources in the Gantt chart. 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.
You should define milestones in the Gantt chart. 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.
You should define participants in the Gantt chart. 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.
- Update: Use the Link to a Project wizard available in the CI form or in this tab.
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.
- Update: in this tab. See the description.
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.
- The fields taken into account are defined using rules in the history of changes.
EndProjectTabs
Procedure: How to create a project template
Step 1: Creating the project template.
1. Select Project > Project > Project Templates in the menu.
2. Click 
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3. Specify the information required.
4. Click Finish.
The project template will be created.
Step 2: Entering additional information.
1. Click 
2. Enter additional information in the other tabs.
Step 3: Checking the correct work of the new template.
1. Create a new project attached to the new template.
2. Check that the project will automatically inherit the template project information.