Proposal Core Data MOD0099TJ

• All users who have access to the module are authorized to create new proposals. No further authorization is needed.
  • Exception: * if the Idea Core Data is opened from the overview modules (e.g. the NEW Planning Objects Grouped module) via the New planning object button. In this case the user must possess multi-project manager or multi-portfolio manager rights.

• All users who have access to the module are authorized to create new proposals. No further authorization is needed.
  • Exception: If the Proposal Core Data from the overview modules (e.g. module Overview By Type) is opened via the Create new button. In this case the user must possess multi-project manager or multi-portfolio manager rights.

• Only users with multi-project manager, multi-portfolio manager, or multi-project/request manager rights can/are entitled to change the functional ID of planning objects.
• In the case of missing rights, the Change functional ID button is not displayed.

• Changing the functional ID of a proposal does not require any particular authorization. All users who have access to the Proposal Core Data can do this.

Mark Proposal as a "Favorite”

• Proposals which are marked as favorites are displayed in the user menu of the user at the top of the Favorites area, which enables a quicker access to these proposals from the user menu without navigation.

Procedure

• Click on the blue star symbol directly next to the header bar. The star turns yellow and the proposal is thus turned into a favorite.

• From the Main milestone listbox, one of the project master milestones which is to be defined as a project main milestone can be selected. The main milestone is used as a reference point in time for different analyses and calculations. On the gate symbols (Schedule and Milestone Overview modules), the time interval to the main milestone date is specified (in weeks).
• Via the Schedule with gates checkbox, you can define whether gates are displayed in the Schedule of the project.
• NEW If the proposal is planned in one or more portfolios and if it has been included in the road map during simulation and if the show_roadmap_dates parameter has been set = 1 in the [GlobalSettingsMOD009ABF][Global Settings]], the road map dates (Roadmap: start and Roadmap: end) will be displayed, so that the multi-project manager can use these dates as reference points in his/her planning.

• From the Main milestone listbox, one of the project master milestones which is to be defined as a project main milestone can be selected. The main milestone is used as a reference point in time for different analyses and calculations. On the gate symbols (Schedule and Milestone Overview modules), the time interval to the main milestone date is specified (in weeks).
• Via the Schedule with gates checkbox, you can define whether gates are displayed in the Schedule of the project.

Stakeholders

• In this area, stakeholders of the proposal can be defined and categorized at the same time.
• Absence data of the corresponding employees can be viewed.
• Information can be sent to stakeholders.
• NEW When a proposal is created, the manager of the proposal is automatically added as a stakeholder. In the Comment field this is indicated by the Taken from manager field note.

Create Stakeholders

Assign stakeholder

• Click on the Assign Stakeholder button in the Stakeholder caption line.
• The To which category do you want to assign stakeholders? query is displayed.
  • In the dialog window, categories are offered that exist in the Project team categories listbox category in the Miscellaneous Listbox Values module.
• Click on the button of the required category.
• The dialog module for stakeholder selection is opened.
  • Select the required stakeholders in this module and copy them to the previously selected category by clicking on the respective button.
• Define the role of the stakeholder in the proposal via the listbox of the same name ( do not confuse with the user/PLANTA roles).
• Define stakeholder rights (modification rights or read only) for the proposal by activating or deactivating the Modification access checkbox. For more information, see Access Rights.
• Save.

Interactions with other modules

• Planning objects the user is a stakeholder of are automatically displayed after the user has logged on to the program in the My Planning Objects module in the Stakeholder with Modification Rights (if the Modification rights checkbox is activated) and Stakeholder without Modification Rights (if the Modification rights checkbox is deactivated) categories.

Assign further stakeholders individually

• Right-click on the required category or on an already assigned stakeholder and select the Insert Stakeholder command from the context menu. A new stakeholder record is inserted.
• Select the required stakeholder from the Stakeholder name listbox and save.
  • The listbox contains all persons whom the current user is allowed to see and who have the Stakeholder attribute.
• Define further parameters as described in the procedure above.

Generate team from schedule

• It is possible to create resources which are already scheduled for projects contained in the proposal as program stakeholders at once (Schedule module).
• To do so, click on the Generate team from schedule button in the stakeholder caption line.
• NEW The stakeholders are assigned to the "New" category and in the Comment field, the Copy from schedule note is displayed. The category can be adjusted later.
  • Only Schedule resources the persons of which possess the Stakeholder person attributes and have not yet left the company are assigned as stakeholders.

Actions on Stakeholders

• By right-clicking on the required stakeholder and selecting one of the commands of the same name contained in the context menu, the following actions can be carried out for stakeholders:
  • Display absence: The Absence module will be opened including the absence of the corresponding stakeholder.
  • Send info : * As a result, the Send Info module will be opened, in which the message to the corresponding stakeholder can be written and sent automatically via e-mail.
  • Time Recording:
    • PLANTA recommends to use the Time Recording function for projects only.

Stakeholders

• In this area, stakeholders of the proposal can be defined and categorized at the same time.
• Absence data of the corresponding employees can be viewed.
• Information can be sent to stakeholders.

Create Stakeholders

Assign stakeholder

• Click on the Assign Stakeholder button in the Stakeholder caption line.
• The To which category do you want to assign stakeholders? query is displayed.
  • In the dialog window, categories are offered that exist in the Project team categories listbox category in the Miscellaneous Listbox Values module.
• Click on the button of the required category.
• The dialog module for stakeholder selection is opened.
  • Select the required stakeholders in this module and copy them to the previously selected category by clicking on the respective button.
• Define the role of the stakeholder in the proposal via the listbox of the same name ( do not confuse with the user/PLANTA roles).
• Define in the Info via field whether the respective person is allowed to receive proposal information. If so, define the inbox type.
  • If the multi-project manager is to receive information on the proposal as well, he/she must be assigned to the proposal and the inbox type must be defined for him/her.
• Define stakeholder rights for the proposal by activating or deactivating the Write rights checkbox:

Interactions with other modules

• Planning objects the user is a stakeholder of are automatically displayed after the user has logged on to the program in the My Planning Objects module in the Stakeholder with Modification Rights (if the Modification rights checkbox is activated) and Stakeholder without Modification Rights (if the Modification rights checkbox is deactivated) categories.

Assign further stakeholders individually

• Right-click on the required category or on an already assigned stakeholder and select the Insert Stakeholder command from the context menu. A new stakeholder record is inserted.
• Select the required stakeholder from the Stakeholder name listbox and save.
  • The listbox contains all persons whom the current user is allowed to see and who have the Stakeholder attribute.
• Define further parameters as described in the procedure above.

Generate team from schedule

• It is possible to create resources which are already scheduled for projects contained in the proposal as program stakeholders at once (Schedule module).
  • To do so, click on the Generate team from schedule button in the caption line and select the required category in the displayed message.
    • Only Schedule resources the persons of which possess the Stakeholder person attributes and have not yet left the company are assigned as stakeholders.

Functions on Stakeholders

• By right-clicking on the required stakeholder and selecting one of the commands of the same name contained in the context menu, the following actions can be carried out for stakeholders:
  • Display absence: The Absence module will be opened including the absence of the corresponding stakeholder.
  • Send info : * As a result, the Send Info module will be opened, in which the message to the corresponding stakeholder can be written and sent automatically via e-mail.
  • Time Recording NEW:
    • PLANTA recommends to use the Time Recording function for projects only.

Stakeholders

• In this area, stakeholders of the proposal can be defined and categorized at the same time.
• Absence data of the corresponding employees can be viewed.
• Information can be sent to stakeholders.

Create Stakeholders

Assign stakeholder

• Click on the Assign Stakeholder button in the Stakeholder caption line.
• The To which category do you want to assign stakeholders? query is displayed.
  • In the dialog window, categories are offered that exist in the Project team categories listbox category in the Miscellaneous Listbox Values module.
• Click on the button of the required category.
• The dialog module for stakeholder selection is opened.
  • Mark the required stakeholders in this module and copy them to the previously selected category by clicking on the respective button.
• Define the role of the stakeholder in the proposal via the listbox of the same name ( do not confuse with the user/PLANTA roles).
• Define in the Info via field whether the appropriate person is allowed to receive proposal information. If so, define the inbox type.
  • If the multi-project manager is to receive information on the proposal as well, he/she must be defined as a stakeholder and the inbox type must be defined for him/her.
• Define stakeholder rights for the proposal by activating or deactivating the Write rights checkbox:

Interactions with other modules

• Planning objects the user is a stakeholder of are automatically displayed after the user has logged on to the program in the My Planning Objects module in the Stakeholder with Modification Rights (if the Modification rights checkbox is activated) and Stakeholder without Modification Rights (if the Modification rights checkbox is deactivated) categories.

Assign further stakeholders individually

• Right-click on the required category or on an already assigned stakeholder and select the Insert Stakeholder command from the context menu. A new stakeholder record is inserted.
• Select the required stakeholder from the Stakeholder name listbox and save.
  • The listbox contains all persons whom the current user is allowed to see and who have the Stakeholder attribute.
• Define further parameters as described in the procedure above.

Generate team from schedule

• It is possible to create resources which are already scheduled for projects contained in the proposal as program stakeholders at once (Schedule module).
  • To do so, click on the Generate team from schedule button in the caption line and select the required category in the displayed message.
    • Only Schedule resources the persons of which possess the Stakeholder person attributes and have not yet left the company are assigned as stakeholders.

Functions on Stakeholders

• By right-clicking on the required stakeholder and selecting one of the commands of the same name contained in the context menu, the following actions can be carried out for stakeholders:
  • Display absence: The Absence module will be opened including the absence of the corresponding stakeholder.
  • Send info : * As a result, the Send Info module will be opened, in which the message to the corresponding stakeholder can be written and sent automatically via e-mail.
  • NEW Reporting Hours Worked:
    • PLANTA recommends to use the Reporting Hours Worked function for projects only.

Stakeholders

• In this area, stakeholders of the proposal can be defined and categorized at the same time.
• Absence data of the corresponding employees can be viewed.
• Information can be sent to stakeholders.

Create Stakeholders

Assign stakeholder

• Click on the Assign Stakeholder button in the Stakeholder caption line.
• The To which category do you want to assign stakeholders? query is displayed.
  • In the dialog window, categories are offered that exist in the Project team categories listbox category in the Miscellaneous Listbox Values module.
• Click on the button of the required category.
• The dialog module for stakeholder selection is opened.
  • Mark the required stakeholders in this module and copy them to the previously selected category by clicking on the respective button.
• Define the role of the stakeholder in the proposal via the listbox of the same name ( do not confuse with the user/PLANTA roles).
• Define in the Info via field whether the appropriate person is allowed to receive proposal information. If so, define the inbox type.
  • If the multi-project manager is to receive information on the proposal as well, he/she must be defined as a stakeholder and the inbox type must be defined for him/her.
• Define stakeholder rights for the proposal by activating or deactivating the Write rights checkbox:

Interactions with other modules

• Planning objects the user is a stakeholder of are automatically displayed after the user has logged on to the program in the My Planning Objects module in the Stakeholder with Modification Rights (if the Modification rights checkbox is activated) and Stakeholder without Modification Rights (if the Modification rights checkbox is deactivated) categories.

Assign further stakeholders individually

• Right-click on the required category or on an already assigned stakeholder and select the Insert Stakeholder command from the context menu. A new stakeholder record is inserted.
• Select the required stakeholder from the Stakeholder name listbox and save.
  • The listbox contains all persons whom the current user is allowed to see and who have the Stakeholder attribute.
• Define further parameters as described in the procedure above.

Generate team from schedule

• It is possible to create resources which are already scheduled for projects contained in the proposal as program stakeholders at once (Schedule module).
  • To do so, click on the Generate team from schedule button in the caption line and select the required category in the displayed message.
    • Only Schedule resources the persons of which possess the Stakeholder person attributes and have not yet left the company are assigned as stakeholders.

Functions on Stakeholders

• By right-clicking on the required stakeholder and selecting one of the commands of the same name contained in the context menu, the following actions can be carried out for stakeholders:
  • Display absence: The Absence module will be opened including the absence of the corresponding stakeholder.
  • Send info : * As a result, the Send Info module will be opened, in which the message to the corresponding stakeholder can be written and sent automatically via e-mail.

• Insert a new record for a key performance indicator.
  • by clicking on the Insert KPI button in the area header or
  • by right-clicking on the area heading and selecting Insert Key Performance Indicator from the context menu.
• Define/name the key performance indicator in the field of the same name.
• Save.
• Insert a new record for benefit
  • NEW by clicking on the plus symbol in the KPI line or
  • by right-clicking on the newly created key performance indicator and selecting Insert Benefit from the context menu.
• Enter the year in the Year field.
• Fill the Planned benefit and Comment fields.
• Save.

Allocate Costs to Systems

This area is no longer contained in PLANTA Standard. However, it can be displayed and used individually, if required.

Allocate Costs to Systems

Information

• In the Allocate costs to systems area, costs of the projects/proposals can be allocated to the corresponding systems.
  • The costs of a project / proposal can be allocated to several systems (on a percentage basis).

Allocate costs to systems

• Insert a new record for the system
  • by clicking on the Insert system button in the area header or
  • via one of the other Standard insert options.
• Select the required system from the listbox in the System field.
• Enter the percentage share in the Share field.
• Save.

Details

• In the Budget, Planned, Actual, Remaining, and Total fields, the costs calculated automatically from the percentage specifications
  • are summed for each system individually as well as
  • displayed summarizes across all assigned cost centers (in the area header).

Notes

• It is not possible to enter a value greater than 100 % in the Share field. The entry will not be accepted. If the sum of the percentage shares is greater than 100%, a red traffic light is displayed on area level.

Allocate Costs to Programs

Information

• In the Allocate costs to programs area, projects are planned in programs and their project costs are allocated to the responsible programs.
  • Additionally, costs are summarized on area heading level.
• A project can be assigned to a program that is responsible for its execution.
• It is possible to assign several programs to a project. The project costs can be distributed to these programs on a percentage basis.

Allocate costs to programs

• Insert a new record for the system.
• Select the required program from the listbox in the Program name field.
• Enter the percentage proportion in the Share field.
• Save.

Details

• The resulting costs are calculated from the percentage data in the Budget, Planned, Actual, Remaining, and Total fields.

Notes

• It is not possible to enter a value > 100% in the Share field for each program. The entry will not be accepted.
• If the sum of the percentage shares is > 100%, a red traffic light is displayed on area level.

Portfolio Assignment

Information

• If the project (proposal or idea) has already been assigned to one or several portfolios, they are listed here.
• You can switch to the corresponding portfolio via the link on the Portfolio field.

To assign the project / proposal / idea to the new portfolios, NEW

• click on the Assign portfolio(s) button in the area header.
  • The Assign Planning Object to Portfolio(s) module is opened.
    • Activate the Select checkbox for the required portfolio in the Assign Planning Object to Portfolio(s) module and click on the Assign to the selected portfolios button. As a result, the project/proposal/idea is assigned to the selected portfolio(s), the dialog module is closed and the selected portfolio is displayed in the Portfolio assignment area.
      • if the project/proposal/idea is already assigned to all portfolios in which the logged-on user is portfolio manager, or if the user is not a portfolio manager of any portfolio, a respective message is displayed when the Assign to the selected portfolio(s) button.

• mark the record with the required portfolio and delete it via the Delete button in the (menu items) toolbar.

Note

• If the logged-on user is no portfolio manager and therefore does not possess any portfolios, he/she is informed about this by a message when clicking on the button, and the Assign Planning Object to Portfolio(s) module is not opened.

Portfolio Assignment

Information

• If the project (proposal or idea) has already been assigned to one or several portfolios, they are listed here.
• You can switch to the corresponding portfolio via the link on the Portfolio field.

To assign the project (proposal, or idea) to the new portfolios or to delete it from the existing portfolio,

• click on the Edit portfolio assignments button.
  • The My Portfolios module is opened.
    • Click on the link of the required portfolio or mark the required portfolios and click on the Assign to the marked portfolios button in the My Portfolios module. As a result, the current project (proposal or idea) is assigned to the marked portfolio(s).
    • To delete the project, proposal, or idea from the required portfolios, click on the link of the required portfolio or mark the required portfolios and click on the Assign to marked portfolios button.

Note

• If the logged-on user is no portfolio manager and therefore does not possess any portfolios, he/she is informed about this by a message when clicking on the button, and the My Portfolios module is not opened.

Watchlist

• In the This proposal is in the watchlist of: area, persons are listed who assigned the current proposal to their own watchlist via the My Watchlist module for monitoring reasons.
• The area is only displayed if it contains data.