UFIT PPM - Time Reporting Training

UFIT PPM - Time Reporting Training

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Table of Contents Table of Images... 3 Introduction... 5 Time reporting... Error! Bookmark not defined. Time Sheets... 6 Working with Time Sheets... 7 Creating a Time Sheet... 7 Adding Tasks to My Items... 8 Adding My Items to your Time Sheet... 12 Entering and Submitting Time... 14 Creating Subsequent Time Sheets... 16 Portlets... 17 Add Portlets... 18 Calendar... 23 Staffing Profiles... 25 The Beginning... 25 Roles... 25 Creating a Staffing Profile... 26 Positions... 28 Assigning Resources... 29 Summary... 32 2

Table of Images Image1: Entering PPM for the First Time 7 Image 2: Selecting Create and Time Sheets. 7 Image 3: Automatic Saving.. 8 Image 4: Add items 8 Image 5: Adding Task to My Items. 8 Image 6: Adding Items to Time Sheet.. 9 Image 7: Add Task.. 9 Image 8: Search for Task 10 Image 9: Search Results. 10 Image 10: Project Filter.. 11 Image 11: Project Search Results. 11 Image 12: List of Time Sheet Task.. 12 Image 13: Adding Items to Time Sheet 12 Image 14: Time Sheet with Task.. 13 Image 15: Warning Symbols.. 13 Image 16: Time Sheet with Times 14 Image 17: No Empty Time Lines 14 Image 18: Pending Time Sheet.. 15 Image 19: Create Time Sheet. 16 Image 20: Select Items Not Used In Current Week. 16 Image 21: Accessing Personalize Dashboard.. 17 Image 22: New Page. 17 Image 23: Change Page Name.. 17 Image 24: Return to Main Page 18 Image 25: All Portlets.. 18 Image 26: Pop-Up Menu.. 18 Image 27: Portlet List.. 19 Image 28: Find Portlets.. 19 Image 29: Adding Two Portlets. 20 Image 30: Resource Management. 21 Image 31: Portlets Added on Edit Page.. 21 Image 32: Return to Main Page.. 22 Image 33: Main Page with Portlets Added.. 22 Image 34: View My Resource Information 23 Image 35: Calendar Tab. 23 Image 36: Reporting Non-Work Days.. 24 Image 37: Navigation to Role/Skill. 25 Image 38: Role/Skill.. 25 Image 39: List of Roles. 26 Image 40: Navigation to Create Staffing Profile 26 Image 41: Creating a Staffing Profile. 27 Image 42: Typical Staffing Profile After Initial Creation 27 Image 43: Add Position 28 Image 44: Selecting the Right Skills 28 Image 45: Adding FTE.. 28 Image 46: Unmet Demand Check Box.. 29 Image 47: Active Tools... 29 Image 48: Adding Name 29 3

Image 49: Recourse Capacity Page 30 Image 50: View Resources Breakdown from Portlet View. 30 Image 51: Resource Load Breakdown Page. 31 Image 52: SP (Staffing Profile) 31 4

Introduction The University of Florida s Information Technology (UFIT) has requested all employees to begin to use the Hewlett-Packard Project and Portfolio Management (PPM) program starting July 1 st, 2014. Training will begin by introducing the program to time reporting. The purpose of the trainings is to inform all UFIT employees of their roles and responsibilities. The training is not designed to teach Project Management philosophy nor any certification in Project Management. Website Starting on July 1 st, 2014 PPM will be accessible at the following URL: https://ppm.erp.ufl.edu 5

Time reporting The time reporting training for the Project and Portfolio Management (PPM) program will review four (4) components: Time Sheets; Portlets; Staffing Profiles; and Resource Calendar. These basic components are the foundation for future (advanced) trainings in the PPM. Time Sheets There are two different types of times that will be reported: Project and Non-project. Projects are defined as: All work done on a deliverable item that has a start and end date attached to the item. A typical Project runs 80 hours or less. Any Project that runs more than 80 hours is identified as an Enhancement Project. Non-Projects are defined as: All work done that is done continuous (or day-to-day) operation without an end date. Examples of Non-Projects are: Administration Overhead o Team/Unit/Department Meetings o Personal Leave o Holidays o Sick Leave Professional Development Planning Operational Activities o Support o Business Operations o Day-to-Day Activities 6

Working with Time Sheets There are three main items to remember in PPM: 1) The My Items list is where you keep all the tasks that you expect to work on. You should maintain your My Items and remove any tasks when projects are completed, or your day-to-day duties change. 2) When you create a time sheet, you use the My Items list to populate your time sheet; by using the My Items list you can easily just add the tasks you re actively working on. 3) Tasks with 0 hours attached to them can no longer be submitted with your time sheet. As you will not be allowed to submit a time sheet with tasks that don t have any hours recorded to them, it underscores the value of keeping your My Items list up to date and only adding the tasks you actively work on to your time sheet. Image1: Entering PPM for the First Time Creating a Time Sheet To create your time sheet, click Create. Remember, to accomplish any task in PPM, you first determine the action you want to do, and then select the object you want to perform the action on. So to create a time sheet, click Create and Time Sheet. Image 2: Selecting Create and Time Sheets The first time you create a time sheet in PPM, it will inform you of how often it automatically saves time sheet data. 7

Image 3: Automatic Saving The best practice is to add items to your My Items list and then add those items to your time sheet. Adding Tasks to My Items To add to your My Items list, click Add Items and click Add from My Items / Suggested Items. Image 4: Add items Image 5: Adding Task to My Items 8

The first time you create a time sheet, you will see no items in your My Items list. To add to your My Items, click the Suggested Items tab. Image 6: Adding Items to Time Sheet Almost all time reportings will be adding Task to their Time Sheets. Image 7: Add Task 9

If you know the entire name of the Project you can enter it in the Project field and click Search. If you don t know the whole project name, enter some text that is in the project you want to add, and click the Choose Project Button. Image 8: Search for Task Click the project you want to add. Image 9: Search Results 10

Now that the project name is complete in the Project search field, click Search. Image 10: Project Filter Now that the project name is complete in the Project search field, click Search. Image 11: Project Search Results 11

Check the box next to the project and click Add. Image 12: List of Time Sheet Task Adding My Items to your Time Sheet Now that you have all the tasks you expect to work on in your My Items list, you can add them to your time sheet. Check all the tasks you want to add to your time sheet and click Add. Image 13: Adding Items to Time Sheet 12

Your tasks are added to your time sheet, ready for you to enter time. Image 14: Time Sheet with Task Note the warning symbols beside each new task; as in the new version of PPM you are not allowed to submit a task that has no hours booked to it, these symbols indicate that you will not be allowed to submit these items until you either assign time to them or remove them from your time sheet. Image 15: Warning Symbols 13

Entering and Submitting Time To enter time, simply highlight a task field and enter the hours worked on that task on that day. Click Save as you complete each daily time entry. At the end of the week when you ve completed your time sheet, click Save & Submit. Image 16: Time Sheet with Times You are not allowed to submit Time Sheets with items that have no hours assigned to the task. To continue submitting your time, click Remove Empty Lines. Image 17: No Empty Time Lines 14

Your Time Sheet is now submitted and pending approval. Image 18: Pending Time Sheet 15

Creating Subsequent Time Sheets Including Tasks from My Items Now that you ve populated your My Items list, when you create another time sheet you have the option of including the items on your My Items list on a newly created time sheet. To do this, select the Include Items from My Items List check box and click Create. Image 19: Create Time Sheet Note: This method will include all of the items from your My Items list, so unless you are working on all those tasks that week, you should select the check boxes of items you don t expect to work on and click Remove. Image 20: Select Items Not Used In Current Week 16

Portlets The first time you log into PPM, the system will load a default page because you have not created your personal page. The default page may contain a large amount of data and take longer to load than a personal page you create. Once created, the system will load your personal page each time you login. To create your personal page: Dashboard => Personalize Dashboard Item 21: Accessing Personalize Dashboard Select New Page Item 22: New Page Under Page Name change the page to Your Name Image 23: Change Page Name NOTE: The Warning Box regarding automatic save will appear every time unless you select the box to not show message again. 17

Click on the Left Arrow to return to the main PPP page Item 24: Return to Main Page Add Portlets To Add Portlets to your Private Page, you will need to Select Personalize Dashboard. Item 25: All Portlets The pop-up menu will appear allowing you to select different categories of portlets. Image 26: Pop-Up Menu 18

All Time reportings will be able to choose from the drop down list. Image 27: Portlet List The following Portlets are recommended for all Time reportings: Time Management My Task My Time Sheet Resource Management Analyze Assignment Load After choosing the Category, elect Find Portlets Item 28: Find Portlets 19

Check the box for both My Tasks and My Time Sheets and then Add. Item 29: Adding Two Portlets 20

Select the category Resource Management >Find Portlet> Item 30: Resource Management When you have added the three Portlets, your Edit Page should look like the following image: Image 31: Portlets Added on Edit Page After adding all three of the Portlets, navigate back to the Main Page to see what information is being displayed. Click on the Left Arrow to return to the main PPP page 21

Item 32: Return to Main Page The Main Page should now be populated with the three Portlets. Image 33: Main Page with Portlets Added 22

Calendar In PPM, your work availability is recorded in your Resource Calendar. This availability is used for longterm resource planning and to determine if you are available to be assigned to a task, so it s important that you keep this information up to date. To begin, select OPEN => ADMINISTRATION => View My Resource Information. Image 34: View My Resource Information From the tabs listed, select the Calendar tab Image 35: Calendar Tab To indicate that you will be unavailable on a given day, click the day you will be unavailable and click the Non-Working Day radio button. The Reason and Description fields are optional. If you would like to enter a reason and description, you must click Apply before you save. After setting the proper days to non-working, click Save. By default, all weekdays are designated as working days in PPM. Your time is now blocked out as non-working, so you can no longer be scheduled to do tasks on those days. Note that there is no way to block out a partial day in PPM, so use discretion in setting whether you will be available or not for a given day. Also, please note that the resource calendar is used for planning purposes, so there is no need to retroactively record unplanned absences such as sick days. 23

Image 36: Reporting Non-Work Days NOTE: Making sure that the calendar is filled with accurate information is very important to the overall mission of the University of Florida. With the correct information imputed, it will help UF Administration project budgets more accurate than ever before. 24

Staffing Profiles Staffing profiles allow managers, project managers, resource managers, and resources to forecast and track workloads that are being assigned to a specific resource or the load on all resources by a specific project. Project managers and resource managers (aka supervisors) can assign current or future workloads to a resource. Typically project managers assign workload for projects activities and resource managers assign workload for non-project activities. The Beginning Before a resource (person) can be assigned to a staffing profile, they must be placed in a Resource Pool. Resource pools are basically a team within an organization (ES, AT, CTS, EI&O, etc.). You could have one resource team for an organization or several teams. Resource pools are a lot like an organization chart. A resource manager (supervisor/team lead) can view the load on team members. Roles Every resource is assigned a role as part of their individual profile. Roles are determined by Resource Pool Managers (Supervisors). Resource Pools are created by a system administrator as determined by the organization. Resource pools can have a parent/child relationship. To find the roles, Open=>Administration=> View My Resource Information Image 37: Navigation to Role/Skill From here you will see the tab Role/Skill Image 38: Role/Skill A list of all of the roles is provided for the managers, project managers, and resource managers to help allocate the correct role and skill for the project. 25

Image 39: List of Roles Creating a Staffing Profile As indicated earlier, a staffing profile is typically created for project/non-project effort planning. Each year an Enterprise project will be created for your Run (keep the light on type effort) FY project. The project work plan will contain the tasks you have identified to be used on timesheets. The staffing profile associated with each Run project will forecast the loaded expected by the Run effort. Image 40: Navigation to Create Staffing Profile 26

It is required to fill out the red star fields for the profile. It is best practice to fill in as much as possible for reporting purposes. Image 41: Creating a Staffing Profile Image 42: Typical Staffing Profile After Initial Creation 27

Positions The first step after creating a staffing profile for project/non-project work is to add a Position by Role/Resource pool. Subsequently, you now identify the role and resource pool that you want this position to be filled from. Image 43: Add Position The managers, project managers, and resource managers will need to decide what role (or skills) are going to be needed to be successful in completing this project/non-project work. Image 44: Selecting the Right Skills Once a role has been selected, click Add (if only adding one role) or click Add Another (if adding more than one role for the project/non-project task). NOTE: Resource Pool also must be selected. After the Roles have been added, you will need to allocate the number of FTE (Full Time Employees) it will take to complete the project/non-project work. Image 45: Adding FTE 28

Enter the number of FTE in the Weeks Boxes listed in the Assignments Needed. Assigning Resources The Unmet Demand in orange is letting you know that the number of FTE (our hours) have not been met. Once resources (employees) are allocated to the project/non-project work, the number will decrease. The managers, project managers, and resource managers will add a resources to the work by selecting the Unmet Demand check box. Image 46: Unmet Demand Check Box Once the box is selected another set of options move from grayed out to active tools. Image 47: Active Tools Click Assign to add resources (employees) to the work. A list of eligible names will appear. Select the names on the left. The names will move to the right column. After selecting all the eligible employees you will need to complete the work, press OK. Image 48: Adding Name 29

After selecting the resources, they now have to be allocated. Each person selected will show one at a time for the managers, project managers, and resource managers to add the appropriate FTE. Once entering the number, click Done. If there is another person, the screen will appear and FTE will need to be entered again. Image 49: Recourse Capacity Page A resource (employee) can view the workload being assigned to them in two different areas of PPM, create a portlet (Resource Management, Analyze Assignment Load). There are other ways of looking for this information, but using the portlet is the best practice. From the Portlet View, select View Resource Breakdown Image 50: View Resources Breakdown from Portlet View 30

From the Resource Load Breakdown Page, select the Assignment Details option in blue. Image 51: Resource Load Breakdown Page The SP indicates that the workload name from the staffing profile. Image 52: SP (Staffing Profile) 31

Summary The Time reporting will be able to create and modify timesheets within the PPM system. The Time reporting will have the knowledge to review their progress reported against projects and non-projects assigned to them. The Time reporting will have the ability to keep track of their absences and how they affect the progress of projects and non-projects. 32