Module A2 Item Activities, Gantt Chart and Utilization Sheet. A2.1 Project item activities A2.2 Gantt chart A2.3 Utilization sheet

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1 Module A2 Item Activities, Gantt Chart and Utilization Sheet A2.1 Project item activities A2.2 Gantt chart A2.3 Utilization sheet 1

2 Assistance PSA: Advanced Functionalities Welcome to the Advanced Functionalities of Assistance PSA! This course is designed to provide you with an indepth knowledge of the advanced functionalities of Assistance PSA. After its completion, you will be ready to get certified on Advanced Functionalities of Assistance PSA. 2

3 Module 1. Project item activities, Gantt Chart & Utilization Sheet Contents... 1 PROJECT ITEM ACTIVITIES Lab Objectives Lab Scenario Lab Detailed Steps:... 6 EXERCISE 1: Update your PSA settings for the use of project Item Activities... 6 EXERCISE 2: Create/update a project template with Project Item Activities... 9 STEP 1: Create the top node component of your project template STEP 2: Create the component Project Item Groups of your project template STEP 3: Create the component Project Template Items of your project template STEP 4: Create a project item activity in your project template item GANTT CHART Lab Objectives Lab Scenario Lab Detailed Steps:...20 EXERCISE 1: Create and update/modify the Gantt Chart of a project...20 EXERCISE 2: Generate automatic entries in Calculation and Sales Forecast...30 EXERCISE 3: Update the % completion of the project item activities...32 UTILIZATION SHEET Lab Objectives Lab Scenario Lab Detailed Steps:...34 EXERCISE 1: Display the Utilization Sheet and understand the different features of the functionality

4 Advanced Functionalities Project Item Activities The Fundamentals Module A2.1: Project item activities 4

5 PROJECT ITEM ACTIVITIES 1. Lab Objectives After completing this lab, you will be able to: Advanced Functionalities Project Item Activities Update your PSA settings for the use of project item activities Create/update a project template with Project Item Activities 2. Lab Scenario In order to manage your projects you want to use Project Item Activities based on the Sure Step methodology. Create the project template below and the project item activities for each respective project template item. Note that you can also use the Sure Step Elements project template created in The Fundamentals course of Assistance PSA (in such case, skip step 1 to 3 of exercise 2). Project template : Sure Step with Activities Diagram Sure Step with Activities Analysis Phase Development Phase Operation Phase Program Management Requirements Configuration Quality and testing Training Activities Activities Activities Activities Activities Sure Step Elements with Activities Details Item Contract type Project item activities Duration Program management T&M (hourly rate) Project management Project plan Project duration 3 days Requirements T&M (hourly rate) Gather business requirements Conduct fit gap analysis Fit Gap Analysis 10 days 5 days Milestone Configuration T&M (hourly rate) Initial Iteration One 10 days 5 days Quality and testing T&M (hourly rate) Script (prep) Test Iteration One 2 days 5 days Training Fixed fee Training prep Training 2 days 7 days 5

6 Advanced Functionalities Project Item Activities 3. Lab Detailed Steps: This section will provide you with the detailed steps required to execute the Lab. It consists of 1 exercise: Exercise 1: Update your PSA settings for the use of project item activities Exercise 2: Create/update a project template with Project Item Activities PRE-REQUISITE: In order to complete the exercises defined in this lab document, you must have completed The Fundamentals course of Assistance PSA. 6

7 Advanced Functionalities Project Item Activities EXERCISE 1: Update your PSA settings for the use of project Item Activities Step 1: Set up your organization In the CRM menu select Settings Navigate to Assistance PSA click PSA Settings And open the record In the following screen, navigate to Hours And click Yes at the option Show link to Project item Activities. This option will allow you to select a project item activity when booking your time in the timesheet. Now navigate to Gantt Chart and click the dropdown menu; PSA will display 4 options for you to choose from: 1. Manual: PSA will update the % of completion of a project item displayed in the Gantt Chart according to the % of completion manually entered in that project item in the Item section of the project. 2. Gantt Chart (Weighted average): PSA will update the % of completion of a project item displayed in the Gantt Chart according to the weighted average % of completion of the project item activities related to that project item. 7

8 Advanced Functionalities Project Item Activities 3. Gantt Chart (Only when Completed): PSA will update the % of completion of a project item displayed in the Gantt Chart only when the % of completion of all the project item activities related to that project item is 100%. 4. Via Calculation: PSA will update the % of completion of a project item activity displayed in the Gantt Chart according to the % of completion of the calculation line of that project item activity. Leave it at Manual. Note that you can overwrite this option at the project level. Now Save and Close the window. 8

9 Advanced Functionalities Project Item Activities EXERCISE 2: Create/update a project template with Project Item Activities STEP 1: Create the top node component of your project template. Note: if you are using the Sure Step Elements template created in The Fundamentals course of Assistance PSA, go to Step 4: Create a project item activity in your project template item. In the CRM menu select Settings In the top bar ribbon click New In the next screen: Enter Sure Step with Activities in the Name field Click Save and Close. 9

10 Advanced Functionalities Project Item Activities STEP 2: Create the component Project Item Groups of your project template. On the left hand side menu, click Project Item Groups Your project item groups should already exist; If they do, go to the next step. If they don t go ahead and create them. STEP 3: Create the component Project Template Items of your project template. On the left hand side menu, click Project Template Items In the top bar ribbon click New 10

11 Advanced Functionalities Project Item Activities You will start with the creation of your first project item: 1. Project Template: Use the dropdown menu and select Sure Step with Activities. 2. Item: Enter the item digit code of the first item of this template: Item Group: Select the Item group Analysis Phase. 4. Item Name: Enter the name of your item: Program Management 5. Active: Select Yes to allow posting on that item. 6. Item Type: Select T&M as specified in the lab scenario. 7. Tax Group: Select Z_No tax. 8. Ledger: For the purpose of this lab leave the Ledger field blank. Now save your data but remain in the same screen, you want to create a project item activity STEP 4: Create a project item activity in your project template item. Note: if you are using the Sure Step Elements template, simply click on the first project template item Program Management to open the item. In the left hand side menu click Activities. In the next screen, click New Activity on the top ribbon bar 11

12 Advanced Functionalities Project Item Activities Now select Project Item Activity. And click OK In the next screen, fill out the fields according to your project item activity (ref Lab scenario) Owner: Leave your name in this field; PSA will automatically change it to the user System the first time the project template of this project item activity is linked to a project. 2. Subject: Enter the name of your activity: Project Management 3. Description: You can enter additional information in this field; it will be available in the project. Leave it blank for now. 4. Regarding: By default the project item to which the project item activity is now linked is displayed here. 12

13 Advanced Functionalities Project Item Activities 5. Activity Type: You have the option of leaving this activity as such or to define it as a milestone. For this specific item, leave it at Activity. 6. Item Type: Select T&M as specified in the lab scenario. 7. Tax Group: Select Z_No tax. 8. Start date: Click the calendar dropdown menu Navigate to January and select the first day of the year. Because you are at the template level of a project item activity, you do not know when it will occur; however, you still need to establish its duration. When in the project, PSA will adjust the dates entered at the template level with the actual starting date of the project. 8. End date: The overall duration of your project is approximately 2 months, click the calendar dropdown menu and select the first day of March. You will be able to adjust the date at the project level. Once you are done click Save and New. Create your second project item activity (Project Plan) according to the lab scenario. Note that the starting date of this activity will also be the first of the year. Once you are done click Save and Close. Back in the project item screen, click General and Save and New in order to create your second project item (ref lab scenario) OR click on your next project item if your template was already created. Once you are done, click Save but remain in the same screen in order to create the project item activities of this item. In the left hand side menu click Activities. 13

14 Advanced Functionalities Project Item Activities In the next screen, click New Activity on the top ribbon bar Now select Project Item Activity. And click OK In the next screen, fill out the fields according to your project item activity (ref Lab scenario) This activity should start once the Project Plan is done and terminate 10 days later. Once you are done click Save and New. 14

15 Advanced Functionalities Project Item Activities Once you have completed the General section of this new activity, Save the data but remain in the same screen; you need to identify a predecessor to this activity. Click the Predecessor box In the top ribbon bar, click (second icon from the left). In the Look Up Records screen, sort your item by Date Created Select : Gather business requirements 15

16 Advanced Functionalities Project Item Activities Back in the activity screen, you will now see the predecessor of your activity. Note that a predecessor of a project item activity needs to be under the same project item group. Save and Close this project item activity. Back in the project item screen, open the previous one. Navigate to the System section of your screen. You will now see the Successor of this activity. 16

17 Advanced Functionalities Project Item Activities Now close this window. Back in the project item screen, click New Activity in order to create your next one. This time, however, you will identify this activity as a Milestone (ref lab scenario). Note that in this case you must enter a Start date but that you don t have to enter an End date. Once you have completed the information related to this milestone, Save and Close the window. Continue now with the creation of your other project items and related project item activities (ref Lab scenario) 17

18 Advanced Functionalities Gantt Chart The Fundamentals Module A2.2: Gantt chart 18

19 Advanced Functionalities Gantt Chart GANTT CHART 1. Lab Objectives After completing this lab, you will be able to: Create and update/modifiy the Gantt Chart of a project Generate automatic entries in the Calculation functionality of a project Generate automatic entries in the Sales Forecast of a project 2. Lab Scenario You have created a project template with project item activities; you are now ready to create a project with this template and generate a Gantt Chart. You will want to make the following update to the Gantt Chart: Item Project item activities % Utilization Hour type Resource Program Project management 30 Project Yourself management manager Program Project plan 75 Project Yourself management manager Requirements Gather business 100 Consultant Select user 1 requirements Requirements Conduct fit gap analysis 100 Consultant Select user Configuration Initial 75 Consultant Select user Configuration Iteration One 75 Consultant Select user Quality and testing Script (prep) 100 Consultant Select user Quality and testing Test Iteration One 100 Consultant Select user Training Training prep 100 Consultant Select user Training Training 75 Consultant Select user 3 You will also create two new project item activities: Item Project item % Utilization Hour type Duration Resource activities Configuration Iteration Two 75 Consultant 7 days Select user Quality and testing Test Iteration Two 100 Consultant 5 days Select user 1 You are the project manager (and invoice approver) and will require 3 additional resources on this project. There are no specific rates to create here. The project is due to start the first of this month and is related to software implementation. 19

20 Advanced Functionalities Gantt Chart 3. Lab Detailed Steps: This section will provide you with the detailed steps required to execute the Lab. It has been divided into 3 exercises: Exercise 1: Create and update/modify the Gantt Chart of a project Exercise 2: Generate automatic entries in the calculation functionality and Sales Forecast of a project Exercise 3: Update the % of completion of the project item activities PRE-REQUISITE: In order to complete the exercises defined in this lab document, you must have completed the exercises of the previous section A2.1 Project Item Activities. 20

21 Advanced Functionalities Gantt Chart EXERCISE 1: Create and update/modify the Gantt Chart of a project Step 1: Create the General information of a Project Go to the Projects module of Assistance PSA Click Projects On the top ribbon bar hit the New button In the next window, fill out the General section of the Project screen according to the Lab scenario. Once you are done, Save your date but remain in the same screen; your next step is to define your project team users. 21

22 Advanced Functionalities Gantt Chart Step 2: Define the project team users and create specific project rates Navigate to the Project Team and Rates section of your project screen Determine your project team members you need to select yourself as well as 3 other people. Leave the Rates box empty; there are no specific rates for this project (ref Lab scenario). Once you are done navigate to the Items section of the project screen. Step 3: Define the Estimated Amounts for each one of your project items. The Estimated Amounts of each one of the project items will be done via the Gantt Chart; therefore, there is no action to be done here. 22

23 Advanced Functionalities Gantt Chart Step 4: Create and update/modify the Gantt Chart of your project Click the Gantt Chart section of your project PSA will automatically create a Gantt Chart based on your project item activities and the start date of your project. On the left side, you will find a grid with fields to be filled out manually. On the right side, you will find a chart that can also be modified via the drag & drop functionality or by clicking on the range representing the activity. 23

24 Advanced Functionalities Gantt Chart Start by extending the left side; use the mouse to drag to the right the line that separates both sections. You can see now all the parameters that will define your project item activity The very first column will display: 1. At the very top, the project name 2. At the second level, the project item group 3. At the third level, the project item 4. At the fourth level, the project item activity The project item activity is where you will define the parameters; however, the information will roll up to the project item level and for the duration and % of progression all the way up to the Project parent node. 1. Duration: Represents the total number of days planned for the project item activity/ project item/ project item group and project in its totality. 2. Util. (%): The utilization percentage represents the actual amount of real time that will be worked (as opposed to a period where the activity takes place). When you enter a value in this column, PSA will automatically calculate the number of days that it will represent and populate the next column (Util. days) with the result. 3. Util. (days): The utilization days column represents the actual amount of real time that will be worked (as opposed to a period where the activity takes place). When you enter a value in this column, PSA will automatically calculate the percentage of work that it will represent and populate the previous column with the result (Util. %). 24

25 Advanced Functionalities Gantt Chart 4. Hour type: You can select an hour type that will allow the automatic creation of your calculation (estimated amounts) and forecast. 5. The diamond shape: This identifies the activity as a milestone. 6. Start/Finish: The start and finish date of each project item activity is displayed here. 7. Progress %: This represents the percentage of completion of each project item activity / project item/ project item group and project in its totality. 8. Predecessor: This column displays the predecessor of a project item activity. 9. Resource Names: This is where you will identify who is responsible for the project item activity. It will also feed the automatic creation of your calculation (estimated amounts) and forecast. Now start with the first project item activity; click the cell of the column Util (%) and enter the value as specified in the lab scenario: 75%. Use the Tab key to move to the next column. You will notice that PSA has automatically calculated the number of days that the percentage entered represents. Click on the cell Util (%) of the next project item activity and enter the value as specified in the lab scenario. Note: If you have multiple project item activities with the same utilization percentage, you can go to the project item activities section of your project. Click the box and the link to load your project item activities records. 25

26 Advanced Functionalities Gantt Chart Select the project item activities that have the same utilization %. And in the top ribbon bar, click the Edit button. Enter 100 in the Percent field and click Save. PSA will now apply this value to the selected records. Once you are done, navigate back to the Gantt chart and click the refresh icon located at the right side of the chart. Now define the hour type of each one of your project item activity (ref lab scenario). You can also use here the multiple edit functionality to do so. Your next step is to define your resources. You can define them one by one or go to the project item activities section of your project. 26

27 Advanced Functionalities Gantt Chart This time, however, once you have selected the item activities go to the top ribbon bar and click the icon Assign Project Item Activities. In the dialog box, use the look-up button to select a resource and click OK. Once you are done, navigate back to the Gantt chart and click the refresh icon located at the right side of the chart. You have completed the update of your existing project item activities. You need to create two new project item activities; click the project item line Configuration Right-mouse click and select New 27

28 Advanced Functionalities Gantt Chart PSA will open up a new screen for you to create your project item activity; by default it will already display the project item group of the project Follow the lab scenario to create your first project item activity. Make sure that you complete every tab of the screen. Once you are done, click OK. PSA will update the Gantt Chart with your new activity. Follow the same steps to create your second project item activity. You need to change the resource of one activity: Double-click the activity in the graph section of your chart PSA will open up the activity record where you will be able to make your change. 28

29 Advanced Functionalities Gantt Chart You have completed the creation and update of your Gantt chart. Your next step is to generate your estimates and forecast. Go to the next exercise. 29

30 Advanced Functionalities Gantt Chart EXERCISE 2: Generate automatic entries in Calculation and Sales Forecast Step 1: Generate automatic entries Go to the Gantt Chart section of your project Right mouse click Select Actions And click Update All from Gantt you want to update both your calculation data as well as your Sales Forecast 30

31 Advanced Functionalities Gantt Chart PSA will now generate entries in the Calculation section of your project: As well as in the calculation section of each project item. Navigate to the Forecast section: PSA will have generated a forecast based on the hours defined in the Gantt Chart as well as a forecast based on the value of these hours with their respective hour types. 31

32 Advanced Functionalities Gantt Chart EXERCISE 3: Update the % completion of the project item activities Step 1: Create the General information of a Project Navigate to the Project Settings section of your project You can define here how the % of completion of your project items will be done: This setting will overwrite the one defined in the PSA Settings of your organization. Select Gantt Chart (Weighted average) and Save your project (but remain in the same screen). Now go back to the Gantt Chart of your project and enter different % of completion for each one of your project item activities. PSA will update the % of completion as you update each project item activity. 32

33 Advanced Functionalities Utilization Sheet The Fundamentals Module A2.3: Utilization sheet 33

34 Advanced Functionalities Utilization Sheet UTILIZATION SHEET 1. Lab Objectives After completing this lab, you will understand the Utilization Sheet functionality of Assistance PSA. 2. Lab Scenario You have created a project and updated the project item activities of your Gantt chart according to your project s schedule and required resources. You want to see the utilization of your resources now that you have assigned them to your project s activities. 3. Lab Detailed Steps: This section will provide you with the detailed steps required to execute the Lab. It consists of 1 exercise: Exercise 1: Display the Utilization Sheet and understand the different features of the functionality. PRE-REQUISITE: In order to complete the exercises defined in this lab document, you must have completed the exercises of the previous section. 34

35 Advanced Functionalities Utilization Sheet EXERCISE 1: Display the Utilization Sheet and understand the different features of the functionality. Step 1: Display the Utilization Sheet Go to the Resource Planning module of Assistance PSA Click Utilization Sheet PSA will instantly display the list of all the project item activities per users for the current week Business Unit/ Team /User: These parameters will allow you to display users specific to a business unit and team. You can also decide to only display specific users within a team. 2. Name: On the left hand side, you will find the name and business unit of the selected users. 3. Calendar: By default, PSA will display the current month but you can narrow down the view by Week or Day. You will also find at the bottom of the grid additional options to magnify or restrict the view selected 35

36 Advanced Functionalities Utilization Sheet 4. Utilization color codes: This section will indicate the levels of utilization of the users according to the following legend: Highly underutilized ( 0.5) : indicates less than 50% of utilization Underutilized ( 0.8) : indicates less than 80% of utilization Good utilization (0.8-1) : indicates between 80% and 100% of utilization Overutilized (1.-1.2): indicates between 100% and 120% Highly overutilized ( 1.2): indicates higher than 120% Unavailable: Indicates that the user is not available. * The % of utilization is based on the number of work hours set up in the PSA section of the Employee(user) record. By default PSA will sum up and collapse the detail of each project item activities by user. If you want to see the detailed information, simply click on the collapse/expand arrow next to the user s name. PSA will then display all the project item activities related to the use and show their respective level of utilization. Finally,PSA will allow you to include in this sheet the CRM appointments of the users. Simply check the box Include Appointments You will now see the respective appointments of each user displayed with the project item activities. 36

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