INFORMATION TECHNOLOGY

Project Portfolio Management: Innotas Project Setup Purpose of Document The purpose of this document is to provide instructions on how to setup a project and associated records in Innotas. 

Intended users/audience: Anyone that has a need to create and update projects and tasks in Innotas

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Information covered in this document: 1. How to create a Project in Innotas. 2. How to create a task for a Project. 3. How to add a project to a portfolio. 4. Help (Where do I go for Help?)

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Why is this being covered? This information is necessary to assist new users to Innotas in how to appropriately create and update projects and tasks in Innotas.

Definitions In the next section is a representation of the fields, by section, on the Innotas Create a new Project screen. Fields with a red asterisk (*) beside them are required fields.

How to create a Project in Innotas. After logging into Innotas, select the Projects tab on the top row of tabs.

Select New and Project on the right side of the screen.

The following dialog will be displayed, and the user will select the appropriate Program for this project from the dropdown list.

\ After selecting the appropriate Program from the list, click on the Save button.

The screen below will be displayed. Complete the required fields for the project using the information on pages 3 -7 as reference material.

Basic Field Level Completion Information Title * All project titles are constructed as such: Business Unit Title- Project Title (Ex: ITAS-BS-FMLA Changes 2013) The Business Unit used as the prefix in the project title represents the IT organization that is primarily responsible for completing the project. Portfolio Manager * The Portfolio Manager is initially set to the person that is creating the project. It should be set to the individual fulfilling the Portfolio Manager PPM role for a defined business unit. This field has been renamed from the Innotas Owner field. This field is a mandatory field. Project Manager* The PM assigned to the project from a list of resources in the dropdown list. If there is no Official PM assigned, the person who would know the status of the effort should be selected. This is a mandatory field. Technical Lead The Technical Lead assigned to the project from a list of resources in the dropdown list. Office* Office represents the IT organization that is primarily responsible for completing the project. (Ex. ITAS, ITIS, ITAC) Business Units Involved This multi-select field allows a project to store the multiple areas of IT who are working on project tasks.

Customer Information Project Sponsors* This is a free form text field that should indicate who the sponsor(s) are for this project. This is a mandatory field.

Department Information (There are no fields in the section) Reporting and Compliance Project Sizing* This field indicates the size of the effort for a project. (Complex, Standard, Minor, or N/A) One factor in determining the s size of a project (currently a standard for ITAS) is hours of effort. Complex = over 700 hours of effort Standard = between 401 and 700 hours of effort Minor = between 41 and 400 hours of effort N/A = used when the Type is not Project TBD = the project size has not yet been determined Other factors are considered in sizing a project such as the number of departments, areas, and resources involved. This information is available in the ITaP Project Type Checklist. Type* There are four types of Projects: Project - must have Project Sizing of Complex, Standard, or Minor). These are named projects.

Enhancement - This project type is used to record work effort of less than 40 hours. Although not required, these projects can be listed as named, individual tasks within an overarching Enhance type project. These project types are created on an annual basis. (Ex. ITAS-SS-ADM - Enhance 2013). Fix - This project type is used to record information about work on Break-Fix activities. These project types are created on an annual basis. (Ex. ITAS-UD - Fix 2013). Support - This project type is used to record information about work on Production Support activities. These project types are created on an annual basis. (Ex. ITAS-BS - General Support 2013). Prioritization Required? (Checkbox) This field can be used to indicate if the project is required to obtain approval from a Prioritization Governance body. This field is not required. Project Classification (Elective, Government Mandate, Technology Directive, University Directive, Administration, Cross Functional, Engagement, Research, Teaching). Definitions for these classifications can be found on the ITAS Project Proposal document. Investment Type* This field indicates another type or classification of projects (Strategic, Optimization, or Support). Basic definitions are: Strategic - require a business case directly linking project results to the strategic goals of the University. Optimization - Non-strategic projects that generally improve the way Purdue conducts business. Support - General support, break fix, and system upgrades with little or no new business functionality. Mission* This mandatory field classifies projects by their driving mission. The value is selected based upon the focus of the requesting Sponsor’s area. Project Mission options include: Administration – IT Project that supports Administrative functions of the University. This would include Administrative projects and any support buckets for business units not directly tied to Research or Teaching and Learning. Research – Projects directly contributing to or supporting University research. Also includes support buckets for business units directly tied to Research. Teaching and Learning – Projects directly contributing to or supporting University teaching and learning. Also includes support buckets for business units directly tied to teaching and learning. Enterprise Top-Project (Checkbox) This checkbox is used to indicate that this is a top project determined at the executive enterprise level. This is typically left unchecked at the project’s initial creation, and would be determined later. Business Unit Top Project (Checkbox) This checkbox is used to indicate that this is a top project determined by the Business Unit or business area leadership. This s is typically left unchecked at the project’s initial creation, and would be determined later. Can Be Template (Checkbox) This field is used to indicate that the contents and completed fields can be used as a template for future project creation. This is discussed further in this document under Project Template Creation. Alternate TS Approver The Final Timesheet Approver can specify an alternate approver in the Final TS Approval Alternate field of his or her Resource Info tab. This alternate can approve timesheets if the final approver is unavailable. Leave as blank.

Resource Planning Mode * This must be set to “Project”. Allocation Units * This field determines how resources are allocated. Projects are currently being allocated by hours. Score This field contains the “raw score” from the ITAS Scorecard, which is used to help prioritize projects and enhancements. Dates Baseline Start Date This mandatory field should hold the date of the first day of project execution. This field has been renamed from Schedule From Date. This date will likely be different than the Start Date. Start Date This is the date that the project is created in the system. After this date is generated, it is controlled by the Schedule (Tasks). Time tracking can occur on or within the Task dates. Tracking project hours may occur during project initiation and planning. The first day of project execution is captured by the Baseline Start Date. Baseline Completion Date This mandatory field should hold the expected project completion date following project planning. This date should not change. If a change request is approved to change the project date, this revised date should be entered in Planned Completion Date field. This field is used in the standard Project metric reports. Planned Completion Date This is the project’s planned date of completion. This date may change with appropriate approval by changing the end date at the task level. This Innotas field was renamed from Target date. Completion Date This is the date the project actual completed. When this date is entered the project Status should be moved to Completed. This field is used in the standard Project metric reports.

Scheduling New Tasks * This field currently defaults to Automatic. Do not change. When a task uses Automatic scheduling, Innotas will calculate the earliest and latest dates for the optimal schedule. With Manual scheduling, you are in control of the dates. The dates will not change and Innotas will not calculate any dates. This setting will be explored when Schedules are more fully developed. Tasks Critical If Slack Days Less Than Or Equal To * This field currently defaults to 0 (zero). Do not change. This setting will be explored when Schedules are more fully developed. Base Calendar * This is the calendar that is used to determine resource capacity on projects. This must be set to Purdue 32 hour Capacity Calendar. Progress Status * This field indicates the project’s status as it moves through the various stages of progression as determined by the Business Unit’s project phase gate processes. Status definitions:

Proposed - A proposal has been received by the Business Unit. In Assessment - Work is being performed to evaluate effort, gather requirements, and develop a business case that includes solution analysis and Return on Investment (ROI). Awaiting Prioritization - A proposal is ready to be presented to the Business Unit’s prioritization committee for review and approval/disapproval. Approved - A proposal has been approved by the Business Unit’s prioritization committee, but work has not yet begun on the project deliverables. Open - Work on the project deliverables has begun. Projects in this status will be displayed on the Work In Progress (WIP) reports. Hold - The project was put on hold for some reason and is not currently in progress. Completed - The project has been completed to the satisfaction of the Business Unit and business areas involved. Canceled - The project was canceled for some reason and is no longer being considered for any action. Overall Health* This field indicates a color status of (Green, Yellow, Red, or blank). Colors may typically be defined by a Business Unit as: Green = On schedule Yellow = Tasks behind schedule, or resources over allocated Red = Serious schedule/resource constraints N/A = Health has not been determined When a project is first created, this field should be set to N/A. The project’s Overall Health will be determined after the project is in Execute. Phase This field is used to identify the standard (PMI) phase of the project and is identified by the Project Manager based on the current status of the project. Planned Baseline IT Hours This is a mandatory field. The total number of hours estimated to complete the project should be entered into this field. This field is used in the standard Project metric reports. Percent Complete This field is a text field used to indicate, at a high level, a completion indicator for the project. When a project is first created, this field should be set to 0 (zero). The project’s Percent Complete will be determined after the project is in progress. Budget Total budget set forth by the project and the budget that the PM manages. Benefits and Productivity This information comes from the scorecard form that is completed by the process owner. Net Savings Savings identified in the Business Case / ROI – with the actual numbers. Revenue This information would come from Business Case / ROI – with the actual number. Revenue Range The anticipated revenue range generated from this project that is included in the scorecard completed by the process owner.

Net Savings Range This Information comes from the scorecard form that is completed by the process owner. Actual Costs This mandatory field should hold the actual expenditure for this project. This field is used in the standard Project metric reports. Other Info Include additional or other information as applicable to this project. Description* This information can be pulled from the project request.

Saving the New Project Click the Save button. After successfully saving, the following screen is displayed, which is the Project Info tab for the project:

(Optional) The next step is to link this project to one or more Portfolios. Portfolios are addressed in another section of this user guide. To link a portfolio to this project, select Add Portfolio from the Portfolios menu button at the right of the All Project Portfolios section of the previous screen, as show below.

The Add Portfolio dialog is displayed. Select the appropriate Portfolio from the list, and click save, or click save & new to add another Portfolio. Click save when all Portfolios have been selected for this project.

The Portfolio(s) is/are displayed in the All Project Portfolio section of the Project Info tab. Portfolios may be edited or removed, as indicated on the right.

How to create a “top-level” Task in Innotas for a newly created Project From the Project Info display, click on the Tasks (0) located on the left side of the screen.

The following display is the Task screen for the project. Please note that the VIEW being used in the example is Scheduling.

To add a new task click on New Icon and New Task at End.

The following view below is the Task Screen.

After clicking on the Add Task icon, Task1 will be created with the following information:     

Name: Task1 - You can rename this task as necessary. Duration: 1 day – This will change as you change the start and end date. Start Date: Enter your start date for the task/project. Target Date: Enter your end date for the task/project. Click SAVE.

Note: The purpose of creating a task is to enable employees to report time against projects. There must be at least one task on a project for this to occur. Please note that staff members will be able to record time 14 days prior and 14 days after the start and end (target) date of the task.

The following view below is the Task – Basic Details screen.

Billing Type: This should be changed to Time & Materials. All tasks should be “Time & Materials”. When you select “Time & Materials” – this will then be displayed as “Billable” on the timesheet entries.

Click “SAVE” icon. Please note that the Start and Target Date for the task can also be changed on this screen. To add additional tasks on the project, click on New and select new task below; new task above; new task at end and repeat the steps listed above.

Help (Where do I go for help?) Innotas is a large PPM software tool with many features and various ways to configure it. Innotas provides a Search feature a nd Help (that will provide a downloadable Users Guide (approximately 750 pages) in .pdf or MS Word format from most main tabs in the system. See below: