In addition to conventional methods of project planning, PLANTA project also provides the opportunity to plan and control projects on a process-oriented basis.
Objective
This workflow teachs users how to work with process models in PLANTA software.
Note
All exercises are based on PLANTA demo data. which can be obtained from PLANTA.
Master data such as process models, resources, users etc. has already been set up in the demo data. This tutorial does not cover how the master data is defined, for this see the master data entry), but examines how to use a process model in a new project. A technical guide about how to create and control projects with PLANTA software can be found the Project Workflow or in the description of individual application modules in case of planning objects such as ideas, plans or requests.
Before doing the process model tutorial it is recommended to have gone through the project workflow tutorial.
The screenshots used are merely examples of functions. The module layout in the screenshots may deviate from the current PLANTA release.
Activate Process Models (R41)
Task
The multi-project manager, Mr.Hart, has just created the new project PR-01 and appointed Mr. Koch (R8) as project manager.
To plan and control the new project, Mr. Hart would like to apply the DIN69901/1-5 (Short version) process model.
At the bottom of the panel activate the Process Status tab in order to open the module with the same name.
From the Process model listbox select the DIN69901/1-5 (Short version) process model.
Click on the Activate model button.
The process bar including all the phases defined in the selected module is displayed and the first phase is highlighted by bold white font. Future phases are displayed in black font.
Simultaneously, all process steps defined in the model are shown.
Process steps of the current phase are combined in the In process category and process steps of the future phases are grouped in the category with the same name.
Edit a Phase (R41)
Create Process Steps Manually
Task
For the Initialization phase Mr. Hart wants to create the additional process step Define consequences of non-realization.
In addition, the Give approval process step should get a subordinated approval process step, because Mr. Hart wants to delegate the monitoring of completed process steps to the project manager before the final approval.
Information
New process steps can be inserted manually in the existing model.
Project-specific process steps: via the context menu Insert Process step or via the plus symbol next to the Process step name field heading.
Approval steps: via the context menu Create subordinated approval step
Process steps of the Submit class cannot be inserted manually.
Procedure
In the Process Status module right-click on the Outline objectives process step.
Select the context menu command Insert Process step.
In the inserted line in the Process step name field enter the name for the new process step.
Project-specific process steps that were inserted manually are marked with ?.
Right-click on the Give approval process step.
Select the Create Subordinated Approval Step context menu command.
Save.
Note
The higher level approval step can only be completed when the subordinated approval steps are completed.
Subordinated approval steps can only be manually set to Completed in the Status field. Completed can be set in the Process Step module via My Tasks module -> Edit Process Step context menu command.
Delete Process Steps
Task
On reflection, Mr. Hart thinks the subordinated approval step is not necessary anymore. He now wants to delete it.
Procedure
In the Process Status module right-click on the subordinated approval step.
Select the Delete Process Step context menu command.
The process step has been deleted.
Save.
Note
Only manually inserted process steps can be deleted.
Deactivate Process Steps
Task
As Mr. Hart has already appointed the project manager for the project the Clarify responsibility process step is no longer necessary.
It makes sense for him to deactivate this step.
Procedure
In the Process Status module activate the Not required checkbox next to the Clarify responsibility process step.
The status of this process step is automatically set to Completed.
Save.
The process step is now deactivated.
Note
Process steps copied from the process model template cannot be deleted. They can only be marked as Not required.
Define a Person Responsible for Process Steps
Task
Mr. Hart now wants to define completion dates as well as a person responsible (usually a manager or another person with modification rights) for all the process steps .
Procedure
In the process step column select a resource in the Resource name field.
Click on the Focus task button next to the Outline objectives process step. (Alternatively, the task can be focused by the Focus task context menu command.
This function is only available when the corresponding process rules were defined in the Process Model Templates module. This only makes sense for process steps that must have a defined data entry in a particular field in order to be completed.
The linked module is opened and the field that need to be edited is focused.
Mr. Koch can now define the objectives of the project.
Save.
Mr. Koch has completed the Outline objectives process step and changes the process step status in the Status field in the Process Status module from Open to Completed.
Save.
Note
The process step status can also be changed by clicking the Edit process step context menu command in the My Tasks module.
When a process step has the status Completed it is no longer displayed in the employee board of the corresponding employee.
Process steps are only really completed when the Submit step is done in the Process Status module.
The process step status of Submit and Give approval classes cannot be changed manually. This happens automatically when the process step concerned is completed.
Task
Complete the Define consequences of non-realization process step in the same way.
Submit a Phase
Task
In the Process Status module Mr. Koch sees that all project-specific process steps of the Initialization phase have the status Completed. Now he wants to submit the process steps of the Initialization phase. To do this, he needs to complete the Submit process step.
Procedure
In the Process Status module click on the link on the Submit process step.
A message box appears asking whether you want to add a comment.
If this messages is confirmed with Yes the Comment field is focussed and a comment can be entered and saved. Afterwards, the link next to the Submit process step will need to be clicked again.
If a comment was already entered or if no comment is to be added, confirm the message with No.
After this, the status of the Submit process step is automatically set to Completed.
During the submission step the system checks with the defined process rules whether the process steps are really completed. If it was not done manually, the system sets the Status of these process steps to Completed.
If process steps are not completed, an error message is displayed and the submission is not completed. The status of the corresponding process step can be changed and assigned back to the person responsible for the process step.
After submission the Send info module is opened and an info can be sent.
The info text is inserted automatically.
R41 is set as recipient by default.
Click on the Send button.
After submission, completed process steps are listed in the Submitted phases category.
Approve a Phase (R41)
Task
The multi-project manager has checked the completed process steps and wants to approve the Initialization phase.
Procedure
Log on with user R41
Open the project and in the Process Status click on the approval step.
A message is displayed:
Click on the Give approval button.
By doing this, the process step status is automatically set to Accepted.
The Send info module is opened and an info can be sent.
The info text is inserted automatically.
R8 is set as recipient by default.
Click on the Send button.
.
The completed phase including its process steps is moved to the Completed phases category.
In the process bar the name of the completed phase is marked grey and the name of the new phase is highlighted white.
The process steps of the next phase can be seen in the In process category.
The progress from one phase to the next is now complete.
via the plus symbol next to the Process step name field heading.
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