Project Workflow (Tutorial)

Attention

• As the documentation for PLANTA project is only partially available in the English language most of the links in this topic will lead you to the German documentation topics.

Introduction

Objective

• First-time users should learn how to use the program and its functions on the basis of typical use cases.

Notes

• All exercises are based on the PLANTA demo data. This data must be installed beforehand.
• The master data such as the calendar, resources, users, hourly rates etc. has already been set up in the demo data. This tutorial does not cover how the master data is defined (for this, see Master Data Collection). Instead, it is about how to plan a new project in addition to the already existing ones, and to show the effects of this.
• The screenshots used are merely examples of functions. The screenshot layout may deviate from the program.

Project Management with PLANTA project

Information

• The following exercise examples are typical use cases of project management as it is practiced in real situations.
• The following use cases were created for the 4 most frequently used PM roles:
  • Multi-project manager (user R41)
  • Project manager (user R8)
  • Resource manager (user R43)
  • Project staff member (user R1)

Details

• PLANTA project additionally enables you to plan and control projects on a process-oriented basis. For this, read Process Model Workflow.

Start Program

Task

• As on every morning, the multi-project manager wants to get an overview of his projects and the adherence to the project end dates.

Procedure

• Start the PLANTA project client.
• In the upper input field, enter R41 for the multi-project manager.
  • Demo users do not have passwords so that there is no input necessary in the second field.
• Press OK.

• The Multi-Project Board panel with the Projects main module is opened. The Projects module gives an overview of all projects.

Information

• Panel
  • is a board to arrange and position several modules.
  • consists of a main module, a user menu module and one or more sub-modules.
• Main Module
  • is the leading module of the panel.
  • usually appears in the first position when the panel is opened.
  • Which module is used as main module is set by the customizer.
• Sub-Module
  • is every other module of the panel that is not the main or user menu module.
  • Sub-modules can but do not have to be structural or contextual child modules of the main module.
  • Which sub-modules are displayed in a panel can also be individually set by the customizer.
  • If not all sub-module tabs fit into the screen window, a blue triangel will appear in the tab bar indicating that the panel contains even more modules.
    • By clicking on this triangle, a list of all modules of the panel is opened.
    • By clicking on the module title, the corresponding module is activated.
  • If a sub-module is closed, it will not be available in the panel list anymore. The panel has to be reopened in order to display the sub-module again.
• User Menu
  • contains
    • direct links to the panels. In this case, the title in the user menu equals the title of the panel to be called up (e.g. the link Multi-Project Board calls up the Multi-Project Board panel and/or
    • indirect links to panels (via macros). In this case, the title in the user menu can deviate from the title of the panel to be called up. (e.g. New Project macro calls up the Project panel).
  • The content of the user menu depends on the user role. For this, see Access Control.
• Panel Title
  • usually appears in the title bar of the screen, no matter which module of the panel is currently activated.
  • is the title of the main module, unless an extra panel title was defined by the customizer

Details

• Further information about the interface can be found here.

Create New Project (R41)

Task

• A sales manager informs the multi-project manager about a new IT project with a requested duration of 6 months.
• The multi-project manager has to create the project using the name PR-01 and then pass it on to the intended project manager for project planning.

Procedure

• Click on the New Project link in the user menu or press the button of the same name in the Projects module.
• The Project panel and the focused Project Core Data module is opened.
  • The ID number for the new project is generated automatically and is displayed in the module header.
• In the module header in the field alongside the ID number, enter the Project name for the new project, e.g.: PR-01
  • Here, the Please enter a name dialog is displayed by default.
• Define further project data, e.g.:
  • Manager: Koch, Rainer (PM) (R8)
  • Group 1: IT projects
  • Requested start: today in a week
  • Requested end: in 6 months + one week
• Save.

• Other entries may be added at a later point in time if required.
• Close the R41 client.

Detailed Planning by Project Manager (R8)

Task

• The multi-project manager could now also carry out detailed planning for the project. However, he wants to delegate this to the experienced project manager.
• The multi-project manager asks the project manager to use the standard plan prepared for IT projects.
• The project manager launches the program and immediately starts to plan the project.

Procedure

• Start a new client and log on with user R8.
  • The Employee Board panel is called up automatically.
• Open the My Planning Objects module by clicking on the tab with the same name.
  • In this module, an overview of all planning objects of the project manager is displayed.
• The newly created project PR-01 is displayed.
• Click on the ID number of the project.

• This takes you to the Project panel that contains further editing options redarding the project.

Assembling a Project Team

Task

• The project manager wants to define which employees of the company are going to be involved in his project.

Procedure

• Press the Stakeholder tab in the Project panel in order to activate the module with the same name.
• By right-clicking on the Stakeholder heading and selecting the Category command from the context menu a new category data record is inserted.
• Select a Category, e.g. Core team, from the listbox.
  • The listbox values can be defined individually. They can be created and changed in the Miscellaneous Listbox Values module.
• By right-clicking on the inserted category and selecting the Stakeholder command from the context menu a new stakeholder data record is inserted.
• Select the requested stakeholder for the project team from the Stakeholder name listbox.
• Save.
  • The listbox contains all persons that the current user is allowed to see and that have the Stakeholder attribute.
• Define the employee's role by the listbox with the same name.
• In the field Info via, define whether the appropriate person is allowed to receive project information. If so, define the info type.
• Save.
  • So that the project manager is also able to receive information, he has to be assigned as stakeholder as well.

Values for the field Info via

• E-mail: Message is received as an e-mail.
• Pop-up: Message is received program internally and displayed in the In-box area in the Info module. Additionally, a pop-up message appears when the recipient has opened PLANTA project at the same time.
  • If the user logs in later, the message only appears in the Info module.
• Pop-up & e-mail: Message is received as both e-mail and program internally information.
• none: no receipt of information

Tip

• Via the Assign stakeholder button, several resources can be assigned simultaneously.

Copy Schedules

Task

• The project manager checks whether the requested project end date is realistic. To do so, he copies the IT standard plan to his new project.

Procedure

• Open the Schedule module in the Project panel by clicking on the tab with the same name.
• When opening the Schedule module, the following confirmation prompt appears: Is a schedule to be copied in?
• Confirm the confirmation prompt with Yes.
• At the bottom of the panel, the Copy Schedule module is opened.
  • If the confirmation prompt is negated accidentally, the Copy Schedule module can be opened by right-clicking on the project header and selecting the command with the same name.
• Select project A1-A Standard plan IT project from the listbox.

• Start copy operation by clicking on the Copy Schedule button.
• The schedule that has been copied into the project is displayed and can be edited.

• The project manager can continue with project planning.

Excursion: Create Work Breakdown Structure (Structure Tasks)

Information

• In the case described above a schedule is created by copying a standard schedule.
  • As the tasks are already structured in the copy template, the structure is copied into the new schedule.
• If a schedule is created by creating individual tasks, it has no hierarchical structure.
  • In this case, the tasks have to be structured. In this way, a work breakdown structure (WBS) is created.

Note

• As this is an excursion, the following examples are explained by means of a new project.

Procedure

• Create a new project and create tasks individually in the Schedule module.

• Test task x is to be subordinated to Test task.
  • For this, drag Test task x on to Test task by pressing SHIFT and holding the left mouse button.
  • Doing so, Test task x (source task) is visualized green and Test task (target task) is visualized blue.
  • As soon as the mouse pointer is on Test task x release the left mouse button. Test task x is moved below Test task.

• Result: Test task x is subordinated to Test task.

• Test task y is to be subordinated to Test task as well and be positioned below Test task x.
  • For this, drag Test task y on to Test task x by pressing SHIFT and holding the left mouse button.
  • A dark blue line appears. Pay attention to the line's position. It is to be at the bottom of Test task x and its starting point is to be equal to the starting point of Test task x.

• Result: Test task y is to be subordinated to Test task as well and be positioned below Test task x.

• Save and press the button Capacity scheduling. The superordinated Test task is marked bold and hence visualized as summary task.

• In order to capture the structure, the WBS code is to be set.
  • By displaying the WBS code for every task in the WBS Code field the WBS is displayed.
  • By default, the field WBS Code is hidden. But if required, it can be displayed. For this, click on the header of the Task field by using the right mouse button. In the opened context menu, click on the WBS Code field.

• Result: The field is displayed in the left window in front of the Task field.

Tip

• For always displaying the WBS Code field in the left window, a module variant can be created and possibly defined as favorite.

• Click in the area Project by using the right mouse button and select the Create WBS Code command from the context menu.

• Result: The code is appropriately set according to the predetermined structure.

• Change into the WBS module in the Project panel by clicking on the tab with the same name.
• Here, the structure created in the Schedule module is displayed graphically.

• The structure is to be changed: Test task y is to be subordinated to Test task z.
  • For this, move the mouse over the left margin in the box of Test task y until a hand symbol appears.
  • Hold the left mouse button and drag the box to the box of Test task z. Release the left mouse button over this box.

• Result: Test task y is subordinated to Test task z, but the old WBS code is still displayed.

• In order to change the WBS code, press the Create WBS Code button.
• Result: The code has been changed according to the structure.

• In the Project panel change into the Schedule module again. Press the Close/Reset button in the toolbar. Here, the new structure and the new WBS code become visible as well.

Delete Tasks

Task

• The project manager realizes that not all tasks of the copied schedule are necessary for the new created project PR-01.
  • Task Preliminary study can be deleted. The project manager therefore deletes all tasks that relate to the Preliminary study.

Procedure

• In the Schedule module mark the task Preliminary study (by pressing CTRL and clicking on the task line). The subordinated tasks are also marked.

• Press the Delete button in the toolbar.
• A prompt for confirmation is displayed before deletion.
• Confirm the prompt with Yes. The marked tasks are deleted.
• Afterwards, recalculate the project plan by pressing the Capacity scheduling button in the toolbar.

Create Additional Tasks

Task

• Two more tasks are to be added to the project plan.
  • After the Create outline concept task the project manager wants to insert the Coordinate outline concept task.
  • The additional Coordinate IT concept milestone is to be added after the Create IT concept task.

Procedure

• In the Schedule module, right-click on the_Create outline concept_ task and select Insert Task from the context menu.

• Enter the Task name, here Coordinate outline concept, and the planned duration (Remaining duration field), e.g. 5 for 5 days.

• Right-click on the Create IT concept task. Select Insert Task from the context menu.
• Give the Task name Coordinate IT concept.
• Scroll to the Milestone column in the middle window.
• Define the task as a milestone via listbox selection.
  • For the tasks that are defined as milestones or master milestones in PLANTA project no duration can be given.

• Save.
• Press the Capacity scheduling button in the toolbar.

Connect Tasks by Links

Task

• The newly created Coordinate outline concept task and the Coordinate IT concept milestone are to be included in the project by links.
• This is to be happened graphically in the barchart.

Information

• Links represent dependencies between the tasks.
• Several links can exist between two tasks. In capacity scheduling, the most unfavorable relationship is effective, in other words, the link that causes the latest start date.

Procedure: By using links, connect the Coordinate outline concept task to the Create outline concept and _Outline concept completed_task.

• Step 1: Delete the existing link between the tasks Create outline concept and Outline concept completed.
  • For this, right-click on the links and select the Delete links command from the context menu.

• Step 2: Position the mouse pointer over the end of the bar of the task Create outline concept. The mouse pointer becomes a cross.

• Step 3: Drag the task to the beginning of the bar of the Coordinate outline concept task by holding the left mouse button. Doing so, a connection line between the two bars appears. As soon as the target bar is reached, the start position in the source bar and the target position in the target bar is marked by yellow arrows. Release the mouse button.

• Result:

• Step 4: In the same way, link the bar (end of the bar) of the Coordinate outline concept task with the bar (beginning of the bar) of the Outline concept completed milestone.

• Result:

Note

• Regarding the bar, incoming links are visualized red and outgoing ones are visualized blue. This usually applies when a bar is clicked on.

• Step 5: Press the Capacity scheduling button in the toolbar in order to perform capacity scheduling.
• Result after capacity scheduling

• In the same way, link the new Coordinate outline concept milestone with the Create IT concept and Create training concept tasks and press the Capacity scheduling button in the toolbar.

Note

• In the Schedule module it is also possible to create links in a tabular form.

Ressource planning

Task

• The project manager starts thinking about the effort of his new project.
• He estimates the effort and schedules the resources he wants:
  • For the Create outline concept task : Effort 80h for employee R1
  • For the Create IT concept task : Effort 100h, employee to be decided, however, it will be an employee of the IT department, and the IT-AW department resource is therefore planned initially for the task.
  • The programming effort is planned as EUR 20,000. Resource External services is used for this.

Procedure

• For the schedule of employee R1:
  • Right-click on the Create outline concept task.
  • Select Insert Resource from the context menu.
  • Select resource R1 from the listbox and enter the estimated effort of 80 (= 80 hours) in the Remaining effort field.
• For the schedule of the IT application development department:
  • Right-click on the Create IT concept task.
  • Select Insert Resource from the context menu.
  • Select resource IT application development from the listbox and enter the estimated effort of 100 hours in the Remaining effort field.
• For the schedule of external services:
  • Right-click on the Programming task.
  • Select Insert Revenues and cost resource from the context menu.
  • Select the External services cost resource from the listbox and enter the estimated costs of EUR 20,000 in the Remaining costs field.
• Result:

• Press the Capacity scheduling button in the toolbar.

Task

• The project manager wants to know whether one of the staff resources has to do overtime as a result of his resource assignments. He checks the result of planning.

Procedure

• Open the detailed information of the resource planning of R1 by expanding the tree structure of the resource data record.
• In the middle window, scroll to the right side until the Overload column appears.
  • If a resource is overloaded, the overload is displayed in the Overload column in red font. If there are no entries, the resource can perform the work without overload.

• More information about resource planning in other projects can be displayed by the Display Utilization context menu command in the Utilization with Cause module.

Task

• The project manager wants to reduce the overload for the planned resources. He wants to use the project buffer here.

Procedure

• In the Schedule module on the project level in window 2 in Planning type name field select the Adh. to total float type from the listbox.

• Press the Capacity scheduling button in the toolbar.
• Result: Resource R1 has no more overload ( the Overload column has no entries).

Create Open Items

Task

• Next week, employee R1 has to send an interim status of the outline concept to the customer.
• The project manager creates an open item for the Create outline concept task which he calls Version for customer.

Procedure

• Log on with R8.
• Open project PR-01.
• In the Schedule module, select the With Open Items Module variant from the listbox in the toolbar.
• Right-click on the Create outline concept task and insert an open item record via Insert Open item context menu command.
• Enter the item name in the Open item name field.
• Save.
• Doing so, the ID number (Open item field) of the open item is generated automatically.
• The Created on/Created by: name fields of the open item are filled automatically with the current date and the current user.
• Enter resource R1 in the Resouce name field and the required completion date for next week in the Date field (or overwrite the current date).
• Save.

• Employee R1 will find the open item on his employee board.

Send Information

Task

• The project manager informs the multi-project manager that project planning is completed. He asks the multi-project manager to release the project for execution, as the planned start date for the project is next week.

Procedure

• Press the Info button in the toolbar.
• The Info module is opened - a central information and processing center for messages.
• Open the tree structure of the upper Send info to project team area.
• Open the tree structure of the project PR-01.
• All stakeholder involved in the project that are allowed to receive the messages (defineable when assembling a project team) are displayed.
• At multi-project manager Hart, Dieter (MPM), R41, press the Send info button.

• The message window in which a message can be written is opened.
• Enter the name in the Title field and the message text in the Text field.

• Click on the Send button.
• Result: If the multi-project manager is logged on to PLANTA project at the same time, a message window appears in his session at the bottom right notifying him about a new message.

• If he is not logged on, he is also able to view his received messages in the In-box area of the Info module. This can be called up by clicking on the Info button in the toolbar.

Release Project For Execution (R41)

Task

• The multi-project manager checks the effort and costs planned by the project manager and he can release the project for execution.

Procedure

• Log on again with R41.
• In the Projects module, click on the link on the ID field of the required project in order to change into the Project panel.
• Copy the effort and costs (calculated on the basis of resources planned in the project and conversion factors) displayed in the Budget module in the Costs and Effort areas to the corresponding budget fields in the Cost budget and Effort budget areas.

• By clicking on the tab Project Core Data change into the module with the same name.
• Replace the Code Simulation by another one (e.g. Projects A).
  • Deactivate the checkbox Locked in the Attributes/Parameter area (no checkmark in the field).
• Save.
• Doing so, the project is released. Execution can start and worked hours can be reported to the project by the employees.

Freeze Planning Status

Task

• The multi-project manager then wants to define the current planning status of the new IT project, so that any changes made over the course of the project can be controlled.

Details

• The current planning status of the project is freezed in a status report.

Procedure

• Call up the Status tab in the Project panel in order to change into the module with the same name.
• Press the Refresh button on the lower part (left hand) of the module so that the current project data can be displayed in the module.
• Make the necessary changes in the Current status area (only estimates and comments possible).
• Click on the Create status report button.
• Confirm the Have you refreshed your estimates and comments? message with Yes. The status report is created and there is an automatic change into the Status Report module in which the data of the created status report is displayed.
• Release the report by pressing the Approve button.
• Save.
• Change into the Status module.
• The newly created report is displayed in the Status reports area with the Last released status.

Excursion: Compare Planning States

Information

• During the project progress, further planning states can be freezed in status reports within project controlling. They can then be compared to the current planning status.

Procedure

• Open the Status module in the Project panel.
• Activate the Milestone trend analysis checkbox in the Configurate Trend Analysis module for those status reports that are to be compared to the current project status.
• Save.
• Press the Compare planning button in the Schedule module. (The button is located in window 1 alongside the project header.)
• The Delta View module is opened in which planning states can be compared.
• By calling up the module, the current data and data from the status report that was recently selected are displayed. ( If the status reports have already been compared for this project, the data of the last compared status report is loaded by default when calling up the Delta View module.)
  • At the bottom of the module, in the Report Selection area, further status reports are possibly offered for selection which were preselected in the Status module.
  • Click on the number of the required status report. The data of this report is displayed alongside the current project data and can be compared.

Replanning from Department to Staff Resourses (R43)

Task

• The department manager of the IT application development department wants to distribute the 100 hours for project PR-01 to his employees which were reserved for his department by the project manager.

Procedure

• Log on with user R43.
• Click on the Resource Planning tab in the Department Board panel.
• When the module is opened department and single resources of the department are loaded automatically.
• In the left window the projects and tasks the IT application development department or individual employees of the department are planned in are listed.
• For project PR-01, Create IT concept task, the department manager can see the capacity reservation for his department of 100h.

• Right-click on the Create IT concept task.
• Select Insert New resource from the context menu.
  • Alternatively, the new resource can be inserted via the Insert New resource arrow button. The button is located alongside the task name.
• In the New resource name field select a resource, e.g. Müller, Daniel (R1) from the listbox.
  • All employees of the IT application development department are displayed in the listbox.
• Enter the effort which is to be distributed, e.g. 10 hours, in the value to be distributed field.

• Press the Distribute effort button at the bottom of the module.
• Confirm the displayed message Distribute resource effort? with Yes.
• Replanning is carried out.
• Result:
  • The 10 hours are now distributed to the employee Müller, Daniel (R1).
  • The department planning volume has been reduced to 90 hours.

Work Reporting by the Project Team Member (R1)

Task

• Project team member Müller, Daniel (R1) wants to find out about his scheduling and open items. Additionally, he wants to post the hours already worked to the project.

Procedure

• Start a new client.
• Log on with user R1 (project team member).
• The Employee Board panel is called up automatically.
• In the My Tasks module the project team member can see in which projects he is planned in and which tasks and open items are to be carried out.

Details

• The period filter is preset by default so that all open tasks from the past to the first day of the week after next are displayed. In order to have a look at the individual tasks that have to be carried out in the further future the filter criteria have to be changed.

Reporting of Open Items

Task

• The Version to customer open item planned by the project manager for next week has almost been completed. Employee R1 wants to enter the degree of completion and link to the corresponding file.

Procedure

• In the My Tasks module click on the link on the open item name field of the appropriate open item in the Future area.

• The Open Item module is called up.
• In the % completed field enter 75% for the open item.
• Right-click on the File field and select the Insert context menu command.
• Press the Search button in the Insert hyperlink window.
• Select the required file and click on the Open button.
• Confirm with OK.
• Save.

Reporting of Project Hours Worked

Task

• At the end of the week, the project team member Müller, Daniel (R1) wants to report his hours for the Create outline concept task.

Procedure

• Open the Work Reporting module (tab) in the Employee Board panel.
  • In the left window, all projects and tasks for which the employee is scheduled are displayed.
• Expand the tree structure of project PR-01.
• In the right window, in the line of the Create outline concept task, click in the field below the required date.
• Enter the required number of hours.

• Save.
  • A new load data record is created.
• In the same way, enter the hours for all required days.
• Expand the tree structure of the task concerned in the left window. Here, the load records can be seen in tabular form.
  • In the field Comment a comment regarding the load data record can be entered.
  • If the date is manually changed in the Date field the load data record is automatically moved under the scale as well.

Forecast of Remaining Effort

Task

• During editing the first version of the outline concept the project team member R1 has identified a few problems. He fears that the effort for completion may now be higher.
• He wants to inform the project manager about the additional effort.

Procedure

• In the Work Reporting module, select the Forecast module variant from the listbox in the toolbar.
• The employee expects a higher effort for the Create outline concept task than the project manager has planned. He enters his forecast of 90 hours in the Forecast field.

• Click on the Send Forecast button.
• The Send info module including an already automatically created message is opened.
• The message contains the following data: task name, resource (sender), planned, actual, remaining and forecast values for effort.
  • Automatically, the project manager of the project is entered as recipient.

• Click on the Send button.
• The project manager will find the message on the dashboard of the project.

Control and Replanning by Project Manager (R8)

Copy Actual Hours and Forecasts

Task

• At the beginning of every week, the project manager controls the project progress.

Procedure

• Start a new client.
• Log on with user R8.
• Open the Project panel of project PR-01 by clicking on the ID number of the project in the Projects module.
• Open the Progress module by clicking on the tab with the same name.
• Press the Capacity scheduling button in the toolbar so that the posted actual hours can be copied.
• The entered actual and forecast effort of project team member R1 is displayed.

• The forecast can be copied into the Remaining effort field.
• Afterwards, clear the Forecast field and press the Capacity scheduling button.
• Change into the Budget module.
• The effort and cost details display the additional effort.

• However, the end date is not under threat.

Create Project Status Report

Task

• The monthly project status report is to be created, edited, and released by the project manager.

Procedure

• The procedure for the creation of status reports is described in the Freeze Planning States section.

Management Analyses (R41)

Project Overviews (R41)

Task

• The multi-project manager wants to find out which projects are under threat.

Procedure

• In the Projects module the multi-project manager checks the project buffer (green arrows) or the delay (red bar) which are both displayed behind every project bar.
• The thumb sign symbols inform about the project manager's personal estimate regarding the project status.

Task

• In project -4711_, the multi-project manager notices a project delay. He wants to get a more detailed picture of the project.

Procedure

• Click on the ID number of the project or on the Edit project context menu command in order to change into the Project panel.
• Here, the multi-project manager can have a look at the data or analyses of the project via various modules, e.g. Project Core Data or Info Board.