Project Portfolio
Management
PPM
User Guide
Project Managers
Version 1.0
PPM Project
Project Manager User Guide
 Introduction
 Access Rights
 State Diagrams
– Engagement
– Account
– User
 PPM Structure
 Navigation
– Delivery Areas
– Engagements
– Tasks





Approval / Rejection
KPIs
Staffing
Invoices – Part of a dedicated session later
Creation of Engagement – Part of a dedicated session later
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Introduction
Introduction
This document is intended to act as reference
for the operations that a Project Manager will
need to carry out within the PPM system.
For a complete system overview, basic
navigation and simple tasks, please refer to the
Consultants & Employees User Guide.
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Access Rights
Access Rights
Matrix
The following table shows the functional areas that will be
covered in this document and the access rights associated with
them and the Project Manager role.
Activities marked as later than Phase 1.0 are not covered in this
initial version.
C R U D Functional Area
X
X
X
X
X
X
Create
Read
Update
Delete
Phase 1.1
Phase 1.2
X
X Tasks
X
X
X TEA1 Approval
X
X
X
Engagements – Financial
Information
X
Legend
C
R
U
D
X Engagements
X
Deletion of an
Approved/Validated of
Timesheet, Expenses &
Absences
is an Admin right.
User must ask for the
deletion to the Approver who
will forward the demand to
Admin.
KPIs
Member
1
Timesheet, Expense, Absence.
X Invoice
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State Diagrams
State Diagrams
Engagement Management
Start
Edit
Add new
Engagement
Project
Manager
Pre-Active
Project
Manager
Set to
Active
Active
Project
Manager
Set to
Inactive
Done by the admins
at the beginning
Deleted
Set to
Deleted
Project
Manager
Inactive
Delivery Head
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State Diagrams
Account Management
Start
Add
Pre-Active
Edit
Finance
Finance
Set to
Active
Active
Finance
Set to
Inactive
Deleted
Set to
Deleted
Finance
Inactive
Finance
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State Diagrams
User Management
Set to
Active
Start
HR
Add
Start
Interfaces
Pre-Active
Add
Pre-Active
HR
Interfaces
Manual Management
is for exception
handling only
Edit
Edit
Active
Interfaces
HR
Set to
Inactive
Deleted
HR
Set to
Deleted
Inactive
HR
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Structure
PPM Structure
Legend
Engagements
task
Engagement
Delivery Area
Delivery Area Management
Client XXX - Delivery Area
1+ per Client
Expenses & Absences
entered against
Engagement or Delivery
Area Management
Delivery Area - Management
Administration
Pre-Sales
On-going
activities
Engagement YYY
Hours logged
against Tasks
Billable Time
Engagement
either T&M or
FTFP
Billable Time – Special
Rate
Non-Billable Time
People assigned to
Engagement
Warranty
...
FTFP
Engagement only
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Navigation
Delivery Areas &
Engagements
Navigation
Delivery Area & Engagement - Listing
Engagements can be viewed by clicking on the
Engagement tab from the Home Page
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Navigation
Delivery Area & Engagement – Filtering & Viewing
The list of Engagements can be filtered by Type,
Company, Member ...
Select your filter

Click on Engagement
Name to view details


Click Go to run the
filter
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Navigation
Delivery Area – View
Financial
Details
Delivery Area
Information
Expenses
Details
Bold shows
current level
Click
to Edit
List of
Engagements
Main
Financial
Information
Click on name
to go to
Engagement
Members
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Navigation
Engagement – View
Financial
Details
Engagement
Information
Tasks
Details
Expenses
Details
Bold shows
current level
Click
to Edit
Tasks
Main
Financial
Information
Members
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Navigation
Delivery Area & Engagement – View – Details
The Edit page allows you to change details of a
Delivery Area or a Sub-Engagement.
Details such as
Name, Parent,
Company, State
and Cost Center
should be
verified and an
email sent to
sysadmin in case
of errors
Details such as
Start, Finish and
Status can be
modified as the
project
progresses
Fields marked *
are mandatory
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Navigation
Tasks
Navigation
Tasks – Listing – For an Engagement
Only
Engagements
have tasks.
A Delivery
Area does
not have
tasks
associated
Click
on it.
Task
with
An Engagement of type Service will have the
following tasks associated with it
Click on New Task
to add a task
name to view
details and edit
An Engagement
of type FTFP, will
have an
additional task Warranty
Hours are logged against a
task, not directly against an
Engagement
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Navigation
Tasks – Listing – For a Delivery Area Management
A Delivery Area Management will have
the following tasks associated with it
A Delivery Area
Management
must not have
more Tasks.
Click on Task name
to view details and
edit
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Navigation
Tasks – Edition
The New Task Page allows you to add a
new task to the Sub-Engagement.
Fields marked *
are mandatory
Code is free text.
In the initial
configuration a 2
character code
has been used
Cost Center
should be the one
linked to Delivery
for the client
An Inactive Task
can not be used
Always Hour
Only if the duration is
different form the
Engagement
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Approval / Rejection
Approval / Rejection
Steps
1.View & track Status
2.View Request Details
3.Approve / Reject
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Approval / Rejection
View & track Status – Step 1
All workflows needing your approval will be
visible in your Home Page Workflow Inbox.
Type of the Request
Click on Approve to
begin
Submitter of
request
For more information
concerning the
workflows please see
the User Guide
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Approval / Rejection
View Workflow Details – Step 2
Start the task to
Approve or Reject
Workflow Journal
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Approval / Rejection
Approving or Rejecting – Step 3.1
Add Comment
Comments are
important as they can
provide information on
why the workflow was
approved / rejected.
They are visible in the
Journal by all users.

Approve Yes or No
Click when
finished


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Approval / Rejection
Approving or Rejecting – Step 3.2
Task Finished
Workflow Journal
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Members
Members
The Engagement details pages give a summary
of the hours logged against the project as well
as a list of the members of the Engagement
(M) Indicates
Member
Member assignments
should be verified,
and in case of error,
please contact
sysadmin
(P) Indicates
Project Owner
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