Module A2 Item Activities, Gantt Chart and 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 Module 1. Project item activities, Gantt Chart & Utilization Sheet Contents... 1 PROJECT ITEM ACTIVITIES Objectives Scenario Detailed Steps:... 5 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... 6 EXERCISE 3: Review the other features of the Gantt chart at the project template level GANTT CHART Objectives Scenario Detailed Steps:...22 EXERCISE 1: Validate/update security role(s) of CRM team(s)...22 EXERCISE 2: Create and update/modify the Gantt chart of a project...25 EXERCISE 3: Update Calculation and Sales Forecast via the Gantt chart...34 EXERCISE 4: Activate the alert of your project item activities and set two of them as tentative...35 EXERCISE 4: Update the % completion of the project item activities...38 UTILIZATION SHEET Objectives Scenario Detailed Steps:...43 EXERCISE 1: Understand the Utilization sheet (header, sections, parameters) EXERCISE 2: Assign an activity from the queue to a user EXERCISE 3: Modify the activity of a resource in order to assign it to another resource

3 Advanced Functionalities Project Item Activities The Fundamentals Module A2.1: Project item activities 3

4 PROJECT ITEM ACTIVITIES 1. 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. 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 the steps 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 4

5 Advanced Functionalities Project Item Activities Item Contract type Project item activities Duration 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 3. Detailed Steps: This section will provide you with the detailed steps required to execute the scenario. It consists of 2 exercises: Exercise 1: Update your PSA settings for the use of project item activities Exercise 2: Create/update a project template with Project Item Activities Exercise 3: Review the other features of the Gantt chart at the template level. PRE-REQUISITE: In order to complete the exercises defined in this step by step guide, you must have completed The Fundamentals course of Assistance PSA. 5

6 Advanced Functionalities Project Item Activities EXERCISE 1: Update your PSA settings for the use of project Item Activities Step 1: Set up your organization Navigate to Settings, 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 Alerts Change the yellow threshold percentage to 75. Now Save and Close the window. 6

7 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. 7

8 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 8

9 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 click Save & New and create all your projec template items according to the scenario. Once you are done click Save and Close. STEP 4: Create a project item activity. Navigate back to the project template entity. And open your template Sure Step with Activities 9

10 Advanced Functionalities Project Item Activities In the next screen, open the Gantt chart section: Now click the link to add Project Item Activity records 10

11 Advanced Functionalities Project Item Activities In the next screen, fill out the fields according to your project item activity (ref Lab scenario) Project: At the template level PSA will display here the template name. This information will be overridden by the project name once a project is created with this project template. 2. Item Group: Use the look-up record to select the item group under which you activity should be created. Select Analysis Phase. 3. Project item: Use the look-up record to select the project item under which your activity should be created. Select Program Management. 4. Start/End date: Because you are at the template level you do not know when this activity will occur; however you still need to establish its duration. To do so you will need to specify a start and end date for each one of your activities. Once in the project, PSA will translate these dates according to the project s start date and consider January 1 st to be equivalent to the start day of the project. This is the first activity of your project; click the calendar dropdown menu of the Start date, navigate to January and select the first day of the year. 11

12 Advanced Functionalities Project Item Activities The overall duration of your project is approximately 3 months: Click the calendar dropdown menu of the End date, navigate to the month of March and select the 30 th. 5. Subject: Enter the name of your activity. Enter Project management. 6. Progress: This field represents the percentage of completion of your activity; you will update it as your project unfolds. Leave this field blank. 7. Mark as milestone: This option will define your activity as a milestone. If you check it, PSA will automatically make the End date the same as the Start date. This is not the case here, leave the box unchecked. You have now completed the General tab of your activity. Click OK to save it. You will leave the 3 other tabs blank: there is no Predecessor to define here since this is the first activity of the project template and both the Resources and Utilization tabs will be completed at the project level. 12

13 Advanced Functionalities Project Item Activities PSA will now display your first project item activity in the Gantt chart. To create your second activity right mouse click and select New Fill out the General tab according to the lab scenario. Create Project Plan (note that the starting date will also be the first day of the year). 13

14 Advanced Functionalities Project Item Activities Once you are done, click OK Right mouse click and select New to create your third activity. Note that the project item is now Requirements. The activity should also start once the Project Plan is done and terminate 10 days later. Once you are done, click OK. Right mouse click and select New to create your next activity. Once you have completed the General tab click OK. This activity requires a predecessor however you must save it first in order to do so. 14

15 Advanced Functionalities Project Item Activities Back in the Gantt chart, double-click on the blue line of your activity Conduct fit gap analysis. Navigate to the tab Predecessors. PSA will present you with all the activities located under the same project item as this activity. Note that it is not possible to select an activity located under another project item. Check the box of the activity Gather business requirements and click OK. 15

16 Advanced Functionalities Project Item Activities Back in the Gantt chart, you will now see the relation between both activities. Note that this relation is for display only; a change of date(s) of one activity will not impact the start and/or end date of the other activity. Note that a predecessor of a project item activity needs to be under the same project item. Now right mouse click in order to create your next activity. This time you will identify it as a Milestone (ref scenario). Note that in this case you must enter a Start date but you don t have to enter an End date as PSA will automatically set the end date as the same as the start date. Once you have completed the tab General click OK. 16

17 Advanced Functionalities Project Item Activities Back in the Gantt chart, you will see your activity displayed as a milestone. Continue with the creation of your other project item activities (ref scenario). You have now defined all your activities but realize that you must change the start and end date of the script prep (under Quality and testing). Use the drag & drop functionality to start the activity earlier in the Gantt chart. 17

18 Advanced Functionalities Project Item Activities EXERCISE 3: Review the other features of the Gantt chart at the project template level. STEP 1: Review the other features of the Gantt chart. You have completed the creation of your project item activities, select a project item activity and right mouse click to view the other features of the Gantt chart. 1. View in CRM: If you click this option, PSA will display the CRM view of your project item activity. You can modify the activity from here as well. Leave it as is and close the window. 18

19 Advanced Functionalities Project Item Activities 2. Edit: This option will bring you the same screen as when you first created the activity. You can make any modification here; simply click OK when you are done to save the data. Leave it as is and close the window. 3. New: This option will allow you to create a new project item activity. 4. Delete: This option will allow you to delete a project item activity; you must first select the activity. Note that with the Ctrl and Shift keys you can select multiple activity lines for deletion or modification. 5. Export: With this feature you can export your Gantt chart via MS Project 2007 XML. 6. Print: This option will enable you to print your Gantt chart. 7. Expand/Collapse: This option will enable you to expand/collapse your Gantt chart at different levels: 8. Action: This option will enable you to update the % of completion of your project items from the chart as well as to generate calculation and sales forecast lines. You can only perform these actions at the project level. 9. Full screen: This option will display your Gantt in a full screen mode. Simply press the Escape key to go back to the standard view mode. 19

20 Advanced Functionalities Gantt Chart The Fundamentals Module A2.2: Gantt chart 20

21 Advanced Functionalities Gantt Chart GANTT CHART 1. Objectives After completing this module, 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 Activate the alert feature of your project item activities Update the % of completion of your project item activities 2. 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 % Util Hour type Resource activities Program management Project plan 75 Project manager Yourself Program management Project 30 Project manager Yourself management Requirements Gather business 100 Consultant User 1* requirements Requirements Conduct fit gap 100 Consultant User 1* analysis Configuration Initial 75 Consultant User Configuration Iteration One 75 Consultant User Quality and testing Script (prep) 100 Consultant Team: Online Trainingx Quality and testing Test Iteration One 100 Consultant Team: Online Trainingx Training Training prep 100 Consultant Team: Online Trainingx Training Training 75 Consultant Team: Online Trainingx You will also create two new project item activities: they will start respectively once the configuration of Iteration One is done and once the test of Iteration One is done. You will also mark these 2 activities as being tentative since they will confirmed at a later stage of the project. Item Project item % Hour type Duration Resource activities Util Configuration Iteration Two 75 Consultant 7 days Team: Online Trainingx Quality and testing Test Iteration Two 100 Consultant 5 days Team: Online Trainingx 21

22 Advanced Functionalities Gantt Chart This project is due to start the first of this month and is related to software implementation. You are the project manager (and invoice approver) and will require 2 additional resources on this project. There are no specific rates to create here. You will assign some activities to yourself, the other 2 team members of this project but also to your CRM team since you are not able at this moment to plan for all your required resources. 3. Detailed Steps: This section will provide you with the detailed steps required to execute the scenario. It has been divided into 4 exercises: Exercise 1: Validate the security role(s) of your CRM team(s) Exercise 2: Create and update/modify the Gantt chart of a project Exercise 3: Generate automatic entries in the calculation functionality and Sales Forecast of a project Exercise 4: Activate the alert feature of your project item activities and set activities as tentative Exercise 5: Update the % of completion of the project item activities PRE-REQUISITE: In order to complete the exercises defined in the scenario, you must have completed the exercises of the previous section A2.1 Project Item Activities. 22

23 Advanced Functionalities Gantt Chart EXERCISE 1: Validate/update security role(s) of CRM team(s) Step 1: Validate/update the security role(s) of your CRM team(s) In order to assign project item activities to a CRM team you must ensure that it possesses the appropriate security role(s). Go to Settings, System Click Administration and then Team Click the CRM team displayed to open the record In the next screen, click Manage Roles 23

24 Advanced Functionalities Gantt Chart For the purpose of this guide, select PSA Administrator And click OK Back in the Team screen, Save and Close the window. 24

25 Advanced Functionalities Gantt Chart EXERCISE 2: 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. 25

26 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 2 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. 26

27 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. 27

28 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: Line 1: At the very top, the project name Line 2: At the second level, the project item group Line 3 and 6: At the third level, the project item Line 4-5, 7-9: 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 actual 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. 28

29 Advanced Functionalities Gantt Chart 3. Util. (days): The utilization days column represents the actual amount of actual 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. %). 4. Hour type: You can select an hour type that will allow the automatic creation of your calculation (estimated amounts) and forecast. 5. 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. Note that you can select a single user or a CRM team here; you must, however, ensure that the resource has the appropriate security rights and access to the Gantt chart in order for the generation of calculation and sales forecast lines to work. Now start with the first project item activity; double-click the activity name: PSA will open up the activity in the General tab. 29

30 Advanced Functionalities Gantt Chart Go to the Utilization tab and fill out the fields according to the scenario: Start with the percentage of utilization: Enter 75 Now select the hour type for your project manager You will notice that PSA has automatically converted the percentage of utilization into a number of days. PSA has also automatically updated the bottom section with the following calculation: Hours = Days of Utilization X PSA Hour per Day Settings. This value will now be identified as your Planned Hours and will also be displayed at the project item level with the view Calculations. It will also be used for alerts in the Gantt chart as well as in the Utilization sheet (divided by the available working days of the employee). 30

31 Advanced Functionalities Gantt Chart As the project unfolds the field Result will display the calculation of the planned hours minus the actual hours booked towards this activity. Now click the tab Resources Leave the list display* at Project team Select yourself And click OK * When assigning an activity to a CRM team, simply click on the dropdown arrow and select Team. Back in the Gantt chart of your project and execute the same steps for the update of your other project item activities (ref scenario). 31

32 Advanced Functionalities Gantt Chart Once you have completed the update of your existing project item activities you will need to create two additional ones: Click the project item line Configuration Right-mouse click and select New PSA will open up a new screen for you to create your project item activity; go to the General tab: Follow the scenario to create the 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. 32

33 Advanced Functionalities Gantt Chart 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. Once you are done click OK Now using the drag and drop functionality extend the duration of your training activity to 9 days. You have now completed the update of your Gantt chart; your next step is to generate calculation and forecast entries based on your project plan. 33

34 Advanced Functionalities Gantt Chart EXERCISE 3: Update Calculation and Sales Forecast via the Gantt chart 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 34

35 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. Update the probability column to 100% for all the entries in order to generate the forecast based on the value of these hours. 35

36 Advanced Functionalities Gantt Chart EXERCISE 4: Activate the alert of your project item activities and set two of them as tentative. Step 1: Activate the alert of your project item activities Navigate to the Project Item Activities section of your project and upload the activity records Select all the activities and in the top ribbon bar of your project click Edit In the multiple edit screen, scroll down, check the box Alert Active and click Save 36

37 Advanced Functionalities Gantt Chart You have now activated all your project item activities. Navigate back to the Gantt chart. You will notice a green ball next to your project item activities and project item. As the project unfolds and time entries are made towards the project item activities, PSA will update the color of the alert: yellow once the spent hours reach 75% of the planned hours and red once the spent hours reach 90% of the planned hours. Step 2: Activate the alert of your project item activities The two activities you have created in your project have yet to be confirmed; you want to set them as tentative. Go to the Project item activities section and select the two activities. 37

38 Advanced Functionalities Gantt Chart Again click Edit in the top ribbon bar In the multiple edit screen check the box Tentative and click Save Your activities are now set as Tentative; based on this status you will be able to include or exclude them in the Utilization sheet. 38

39 Advanced Functionalities Gantt Chart EXERCISE 4: Update the % completion of the project item activities Step 1: Book time towards the project item activities (via the timesheet) Navigate to the timesheet and book time towards the first project item activity Project plan Once you have selected Project Plan click Activity and update the % of completion of this activity to 50% 39

40 Advanced Functionalities Gantt Chart Now Save and Close the window. Navigate to the Hours entity and create an adjusting entry towards the activity Gather business requirements. Enter 54 hours. And click on the project item activity to update its percentage of completion to 75%. Once you are done, Save and Close the window. Now go back to the Gantt Chart of your project; you will see that the activity Gather business requirements is now showing a yellow alert. You can also notice now a black line representing the % of completion in the graph section of the Gantt chart. 40

41 Advanced Functionalities Gantt Chart You can increase or decrease the % of completion of the activity directly in the graph by dragging the line. Increase the % of completion of the activity Project Plan You will notice that the column Progress (%) of the grid section is updated at the same time. Your last step now is to update the Items section of your project with the % of completion of your activities. Right-mouse click in your Gantt chart, select Actions and then Update % Complete Go to Items and refresh the section You will now see the project items updated with the information of the Gantt chart. You have now completed the update of your Gantt chart and Items section. 41

42 Advanced Functionalities Utilization Sheet The Fundamentals Module A2.3: Utilization sheet 42

43 Advanced Functionalities Utilization Sheet UTILIZATION SHEET 1. Objectives After completing this module, you will be able to: Understand the Utilization sheet (header, sections and parameters) Assign an activity from the queue to a specific resource Modify the activity of a resource in order to assign it to another resource 2. Scenario You have created a project and updated the project item activities of your Gantt chart; you want to validate your planning as well as reassign activities from your CRM team to individuals. Project item activities Initial assignment New assignment Gather business requirements User 1 User 2 Conduct fit gap analysis User 1 User 2 Script (prep) Team: Online Trainingx Yourself Test Iteration One Team: Online Trainingx Yourself Training prep Team: Online Trainingx User 1 Training Team: Online Trainingx User 1 3. Detailed Steps: This section will provide you with the detailed steps required to execute the scenario. It consists of 1 exercise: Exercise 1: Understand the Utilization sheet (header, sections, parameters) Exercise 2: Assign an activity from the queue to a resource Exercise 3: Modify the activity of a resource in order to assign it to another resource PRE-REQUISITE: In order to complete the exercises defined in this lab document, you must have completed the exercises of the previous section. 43

44 Advanced Functionalities Utilization Sheet EXERCISE 1: Understand the Utilization sheet (header, sections, parameters). Step 1: Display the Utilization Sheet Go to the Resource Planning module of Assistance PSA Click Utilization Sheet In order to display the utilization of your resources you must first define the header of the sheet: 1. Business Unit: You must first select the Business unit you wish to display. Click the dropdown menu and check the box of your business unit. 2. Team: You can decide to restrict your planning to specific CRM team. Select Online Trainingx. 3. User: This will allow you to display specific users of the team you have selected. Choose yourself and the resources you have identified as project team members. 4. Show Only Project Item Activities: Click the dropdown menu to display your options: 44

45 Advanced Functionalities Utilization Sheet Expand the option Show Only Project Item Activities A proejct item activity can have one of the following 3 statuses: In Progress: the percentage completed of the project item activity is less than 100% Completed: the percentage completed of the project item activity is 100% Tentative: the check box Tentative of a project item activity has been checked. You want to include all 3 statues, leave the box All checked. You also want to Include Appointments, check the option Include Appointments Once you have defined the header of the Utilization sheet, click the refresh button: PSA will now display the information. 45

46 Advanced Functionalities Utilization Sheet Queues: If you expand this section you will see the Queues to which activities have been assigned. 2. Name: By default PSA will sum up and collapse the detail of each project item activities by user. 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 users and show their respective number of utilized hours as well as their level of utilization. 46

47 Advanced Functionalities Utilization Sheet At the bottom of the screen you will find a legend explaining the different colors used in the Utilization sheet. Note that this legend is based on the CRM work schedule of the users and the Hours Planned of the Gantt chart. Color 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 Over-utilized (1.-1.2): indicates between 100% and 120% Highly over-utilized ( 1.2): indicates higher than 120% Unavailable: Indicates that the user is not available. If you right-mouse click and select Grouping/ group by Project. PSA will display the information by Projects. And you will also be able to expand each project to see their users with their respective assignment by project. 47

48 1 Advanced Functionalities Utilization Sheet 3. Calendar: By default PSA will display the current month. You can change the date and also display the information by month, by week or by day. At the bottom of the grid you will also be able to zoom in or out on the information displayed. 48

49 Advanced Functionalities Utilization Sheet EXERCISE 2: Assign an activity from the queue to a user. Step 1: Assign an activity from the queue to a user. Expand the Queue section of the Utilization sheet. Click the dropdown menu to display the queues to which were assigned activities. Select one queue and expand the projects to see the project item activities If you drag your mouse over an activity, you will see its start and end date. You can also double-click on the activity to display the CRM record. 49

50 Advanced Functionalities Utilization Sheet You want to assign one of the activities to a user. Select the activity and drag it over the name of the user; release the mouse once the activity is over the name and the cell behind it is blue. PSA will update the Utilization sheet and display this activity under the project of the user. 50

51 Advanced Functionalities Utilization Sheet EXERCISE 3: Modify the activity of a resource in order to assign it to another resource. Step 1: Modify the activity of a resource in order to assign it to another resource. Double-click on the activity of a resource. PSA will open up the CRM record Change the owner of this activity and click Save and Close. 51

52 Advanced Functionalities Utilization Sheet Back in the Utilization sheet, refresh the screen and expand the user to which you have assigned the activity in order to display it. 52

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