HP Project & Portfolio Management
by Dan Gallagher
Building Your Project Work Plan in
See NOTES page for Presentation Discussion, Tips & Hints.
CIMpleBS.com/HP-PPM/Training-Project Work Plans.pps
March 2, 2007
Project Page
The Project page serves as the status summary,
index and link to the project artifacts. It includes:
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Gantt Work Plan Summary
Health Indicators
Issues – available, not used
Links to Risk & Scope Changes, available, not
used
 Cost Summary
 Project Details tab for Project Request details
 References tab for all attached documents
Project Settings are contained in a separate
“Project Type” object.
Various Types of Stakeholders can be identified
and associated to the project
The Work Plan is accessed for edit and update
through the Edit Work Plan button on the Project
Page
 You must have a project “Container” created before
you can build or import a project work plan.
 You cannot import a work plan into a Project that
already has a work plan associated with it.
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Project Type
 The Project Type is an Enterprise project configuration
set of attributes which are applied to all projects.
 The Project Type will not be editable until the
remaining functions (current & planned) have been
defined and migrated to the v7.1 environment.
 There are currently two Project Types:
Standard IT Initiative – to be used for all Native work
plans, which includes any summary level time
reporting
MSP Controls Schedule – HP-PPM gathers Actuals
– provides all MSP functionality for scheduling. All
scheduling algorithms in HP-PPM are Duration Driven.
Project Participants
Project Participants come in various types and
include:
 Resources - added to the project via the staffing
profile assignment
 Stakeholders - added in the Project Participant tab
and may be individuals or Security Groups
 Summary Task Owners - added in the Project
Participant tab or through the work plan
 Program Manager can be added through the
Project Participants tab or the Project Details
Request record.
Access Project Participants table from the Project
home page button in the upper left hand corner.
Participant types are eligible for security, access
controls and notifications based on their type and
other project settings.
 Resources (task assignable stakeholders) should be
added via a resource commitment through the staffing
profile to support resource management.
Resource Usage
The Resource Usage view of the project work plan
compares the allocated resources in the staffing
profile with the scheduled work in the work plan.
 From the “Actions” menu in the work plan select
Resource Usage
 Each Resource Summary can be expanded to display
all of the tasks associated with the planned period.
 The Resource Summary line displays the resource
allocation for the period (Cap) based on the Staffing
Profile and the total scheduled effort based on the work
plan.
At the end of each phase the work plan must be updated,
then reflected in the associated Staffing Profile. Both the
work plan and the staffing profile should then be baselined
The work plan is baselined from the “Actions” menu.
Work Plan Views
 There are several “Views” available for the project
work plan. The displayed columnar data is predefined
for each. The “Printing View” contains all of the task
level details available on any of the views.
 Columns can be resized and reordered left to right by
dragging.
 All of the Predecessor and constraint types are
supported for project scheduling.
 There is no automatic scheduling mode. The
“Reschedule” calendar icon in the work plan tool bar
initiates the scheduling algorithm.
 All tasks are duration driven, there are no effort driven
functions other than those related to calendar and
availability.
 Scheduling conflicts (warnings and errors) are
displayed.
Task population sequence: Predecessor dependency;
estimated duration of task; total task scheduled effort;
assignment of Resources; allocation of scheduled effort
among assigned resources; reschedule project.
Task Details – Schedule Tab
 Cancel or Bypass a task by changing the status here.
Other task updates should come from time sheet
entries.
 Mark a task as a milestone and indicate that it is
“major”. This will designate as includable in project
summary page and status reporting.
 Do not use “automatically completes” designation on
Milestones as a bug did exist (v7.0) which set your
completion date as the scheduled vs. actual
completion of the predecessor task.
 Task totals for scheduled, estimated and actual values
for Duration and Effort are included here.
 Task constraints and predecessors can be added or
changed on this tab.
Double click the task Name or select the task
and then the Toolbar Task Details Icon to
access the task details tabs.
Task Details - Resource Tab
Resource level tracking of:
 Scheduled Effort = Actual + Estimated Remaining
 Actual Effort to Date – cumulated from time sheet
entries and reportable by period from Time
Management application and Resource Usage View.
 Estimated Remaining Effort – should be updated by
Team Members as they recognize the need and is
available on the Project Fields tab of time sheet.
 % Complete – is automatically set to 100% if more
hours are entered than scheduled, but is reset if
additional remaining hours are then added.
 Actual Start Date – task Actual Start is updated based
on time sheet entries.
 Actual Finish Date – determined based on time sheet
entries and set at the task level when last resource
level % Complete = 100%.
As hours or values are entered on the time sheet,
they are immediately reflected in new values in the work
plan - task details, as soon as the time sheet is “SAVED”.
Submission and approval of time sheets has no impact on
project progress reporting.
Creating the Project Header
The Creation of a Project header is quick and
easy. It only requires the following information:
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Project Name
Project Type
Project Manager
Planned Start (Month Year)
Planned Finish (Month Year)
Region
 The Project Header is created automatically for IT
Initiatives as part of the Proposal work flow step
“Create Project”.
Copy & Baseline the Staffing Profile
 The first task for project planning is to gather the project
team so that the work and corresponding estimates can
be defined. This is done through the population of the
initiative Staffing Profile.
 The Proposal Staffing Profile is copied to the Project
and must be baselined to provide the foundation for the
IT Governance variance reporting.
 There is a formal Resource Request process which can
be executed from the project staffing profile to the
Resource Manager of the appropriate Resource Pool.
 If the project represents only a portion of the approved
proposal, the authorized Staffing Profile must be
segmented to reflect the corresponding percentage of
work to be defined.
 Formal Resource Request and Assignment process
will be available following the deployment of the
Resource Management Iteration (not currently
scheduled).
Send Resource Requests
The Proposal does not normally include individual
resource assignments as it is often developed many
months in advance of actual release for project
planning. It will contain a list of “Roles” which have
been budgeted for the work effort. The formal
Resource Request process (which will be bypassed
until we deploy the Resource Management function –
not currently planned) includes the following steps
once the Proposal Staffing Profile has been copied to
the Project and baselined:
 Resources are Requested for all Unassigned roles
from within the Staffing Profile
 Resource Requests are automatically routed to the
Resource Manager of the identified Resource Pool
for each role
 The Resource Manager will review their capacity and
assignments through their Resource Pool and assign
the resources.
 The Staffing Profile is updated and the Resources
assigned are added to the Project Participants tab,
enabling them to be assigned to specific tasks.
 Resources (task assignable stakeholders) should be
added via a resource commitment through the staffing
profile to support resource management
Assign Resources to Staffing Profile
 The Staffing Profile is configured to act as the work load
against the organizational resource pools. This
configuration enables Project release planning whether
detail work plans are in place and completely elaborated
or not.
 When you check the Unmet Demand item you wish to
assign a resource to, you select the Assign Resources
button and all of the Resources in the directory are
available for selection.
 You are assigning the resources to the Project Staffing
Profile which is used for IT Governance Reporting. You
would then assign these resources to your project work
plan tasks as they are developed for each phase.
 You must select the Unmet demand box for the line
item in order to enable the Assign Button.
Build Work Plan from a Phase Template
This will be the easiest way to kick start your project
planning. Templates can be built for each new type of project
defined. The current templates available:
Administrative & Non-Project Work Efforts
Phase – SME Task Reporting for Capital Projects
Phase – SME Task Reporting for Non-Capital Projects
Phase Reporting for Capital Projects
Phase Reporting for Non-Capital Projects
 Select the “Create work plan from template” link on
the project home page.
 From the menu, select the appropriate template
 Templates contain no resources and all scheduled
effort should be validated.
 If you need to delete the work plan from a project in
order to start over with a template, from the Actions
menu on the Project Page select Delete work plan.
Task additions
A single task or complete work plan can be added to
your project:
 Select the task below where you wish to insert a task
(If you are creating a new work plan, you will have a
two line work plan after you select “Create blank work
plan” from the project summary page.
 Select the Add Task icon (+) in the work plan tool bar
 That will open the task worksheet. You can add tasks,
set basic schedule parameters, assign resources and
set dependencies for all tasks included in the task
worksheet.
 To add additional tasks in the worksheet mode, click
the Add Task icon (+) at the end of the task line.
You can now open the existing work plan in this
worksheet mode. Select the desired tasks to edit and
under the Edit drop down menu select “Quick Edit”
Importing an MSP Schedule
Initial set-up can be accomplished by
“SEND”ing a Microsoft Project schedule into
the version 7.1 environment.
 The Project Staffing Profile should already be
attached to the Project Header and your team
members assigned.
 Resource mismatches will kick-out of the import
process and offer the ability to map the MSP resources
to the appropriate HP-PPM resource.
 Only Project Headers without a work plan will be
available for selection
 Project must not have a work plan attached.
 If the HP-PPM menu is not displayed in MSP, you will
need to download the MSP Plug-in from the
Administration section of NavBar. This may require
system admin rights which will require you to contact
HP-PPM support. (For v7.1, the plug-in has been
loaded to the PM SCE configuration)