Project Templates Overview

Project Standard

Template Overview

The Project Standard template provides a semi-structured waterfall process that is useful for a range of business departments to run their projects including sales, marketing, engineering, finance. It is in the middle of the complexity spectrum.

Project Management Sections

Only templates that were created from a Content Template will be prepopulated with project data.

Charter

  • High level metadata about the project, including title and stakeholder information.

Team

  • Automatically populates with the names of task assignees, and the earliest start dates and latest finish dates across all the work assigned to them.

Stages

  • Stages are defined by the list of tasks in the project's Gantt chart that are set to Task Type Stage in their Task Details.
  • In the Stages section, the Current Stage detail values are tied to the progression of tasks within that Stage in the Gantt.

  • In the Stages section, the Current Stage column is controlled by the current stage in the Business Process Flow.
    Note: In order for this to work properly, the names of the stages in the Gantt must be named exactly the same as those in the BPF.
  • Click into a Stage link to view additional details about the Stage including Description and status information.

Gantt

  • List of project tasks with a corresponding bar chart that represents the project schedule with task start and end dates. Visually depicts dependency relationships between the tasks as well as task status. 

My Work

  • A list of all work of any type that is assigned to the logged in user.

Status

  • The Status screen displays current metrics and KPIs about the project, and provides the project manager with the ability to create a snapshot status report of the project's current standing. See Status Reports.

Documents

  • Create new Microsoft Office documents or upload existing documents, and store these files in the associated SharePoint document library.

Issues

  • Create a new Issue and assign or view existing project Issues in the Issues section. Project Issues can also be escalated to the project's associated program or portfolio by clicking into the Issue and choosing the relevant escalation location.

Risks

  • Enter Risk information for those items identified as potential future issues, with probability, impact, status and other relevant Risk details. Project Risks can also be escalated to the project's associated program or portfolio by clicking into the Risk and choosing the relevant escalation location.

Project Settings

  • The Project Settings screen provides additional project information, and gives the project manager the ability to reset the baseline dates in all project tasks, and create a Microsoft Teams Channel for the Team associated with the project's related Program.

Business Process Flow

The Business Process Flow (BPF) in the Project Standard template has several predefined stages (not configurable at this time). In the BPF, the progression from one stage to the next stage is effected manually by a user with the Project Manager or higher security role clicking on the current stage and then clicking Next Stage.

New Product Introduction

Template Overview

The New Product Introduction template has a series of project management tabs, fields, and a Business Process Flow (BPF) that relates to the submission of a new product idea, and managing the delivery of the idea. This template is on the higher end of the project management process maturity scale.

Project Management Sections

Only templates that were created from a Content Template will be prepopulated with project data.

Charter

  • High level metadata about the project, including title and stakeholder information.

Team

  • Automatically populates with the names of task assignees, and the earliest start and latest finish dates across all the work assigned to them.

Stages

  • Stages are defined by the list of tasks in the project's Gantt chart that are set to Task Type "Stage" in their Task Details.
  • In the Stages section, the current stage detail field values are tied to the progression of tasks within that Stage in the Gantt.

  • In the Stages section, the Current Stage column is controlled by the current stage in the Business Process Flow.
    Note: In order for this to work properly, the names of the stages in the Gantt must be named exactly the same as those in the BPF.
  • Click into a Stage link to view additional details about the Stage including Description and status information.

Gantt

  • List of project tasks with a corresponding bar chart that represents the project schedule with task start and end dates. Visually depicts dependency relationships between the tasks as well as task status. 

My Work

  • A list of all work of any type that is assigned to the logged in user.

Status

  • The Status screen displays current metrics and KPIs about the project, and provides the project manager with the ability to create a snapshot status report of the project's current standing. See Status Reports.

Documents

  • Create new Microsoft Office documents or upload existing documents, and store these files in the associated SharePoint document library.

Issues

  • Create a new Issue and assign or view existing project Issues in the Issues section. Project Issues can also be escalated to the project's associated program or portfolio by clicking into the Issue and choosing the relevant escalation location.

Risks

  • Enter Risk information for those items identified as potential future issues, with probability, impact, status and other relevant Risk details. Project Risks can also be escalated to the project's associated program or portfolio by clicking into the Risk and choosing the relevant escalation location.

Project Settings

  • The Project Settings screen provides additional project information, and gives the project manager the ability to reset the baseline dates in all project tasks, and create a Microsoft Teams Channel for the Team associated with the project's related Program.

Business Process Flow

The Business Process Flow (BPF) in the New Product Introduction template has several predefined stages (not configurable at this time). In the BPF, the progression from one stage to the next stage is effected manually by a user with the Stage Mover security role clicking on the current stage and then clicking Next Stage.

Product Update

Template Overview

The Product Update template is used to request projects for complex support issues. It follows a gated approach with approvals required to move from the Charter stage into Execution, and to Close Out the project.

Project Management Sections

Only templates that were created from a Content Template will be prepopulated with project data.

Charter

  • High level metadata about the project, including Name, stakeholder information, parent Program & Portfolio, and Location.
    • The Location drop-down menu choices are configured in Admin Area | Locations.

Team

  • Automatically populates with the names of task assignees, and the earliest start and latest finish dates across all the work assigned to them.

Stages

  • Stages are defined by the list of tasks in the project's Gantt chart that are set to Task Type "Stage" in their Task Details.
  • In the Stages section, the current stage detail field values are tied to the progression of tasks within that Stage in the Gantt.

  • In the Stages section, the Current Stage column is controlled by the current stage in the Business Process Flow.
    Note: In order for this to work properly, the names of the stages in the Gantt must be named exactly the same as those in the BPF.
  • Click into a Stage link to view additional details about the Stage including Description and status information.

Gantt

  • List of project tasks with a corresponding bar chart that represents the project schedule with task start and end dates. Visually depicts dependency relationships between the tasks as well as task status. 

My Work

  • A list of all work of any type that is assigned to the logged in user.

Status

  • The Status screen displays current metrics and KPIs about the project, and provides the project manager with the ability to create a snapshot status report of the project's current standing. See Status Reports.

Documents

  • Create new Microsoft Office documents or upload existing documents, and store these files in the associated SharePoint document library.

Issues

  • Create a new Issue and assign or view existing project Issues in the Issues section. Project Issues can also be escalated to the project's associated program or portfolio by clicking into the Issue and choosing the relevant escalation location.

Risks

  • Enter Risk information for those items identified as potential future issues, with probability, impact, status and other relevant Risk details. Project Risks can also be escalated to the project's associated program or portfolio by clicking into the Risk and choosing the relevant escalation location.

Project Settings

  • The Project Settings screen provides additional project information, and gives the project manager the ability to reset the baseline dates in all project tasks, and create a Microsoft Teams Channel for the Team associated with the project's related Program. In the Product Update template the Project Settings screen is also used for the following approval related options:
    • Send Charter and Gantt for Approval: When set to Yes, notifies the Project Manager, Project Sponsor and Group Manager that the project is ready for them to approve the Charter and Gantt stage of the project; they can make an approval decision within the emails they receive. If approved, the Business Process Flow will adjust accordingly.
    • Move to Close Out: Moves the project to the Close Out stage.
    • Send Close Out for Approval: When set to Yes, notifies the Project Sponsor that the project is ready for them to approve the Close Out stage of the project; they can make an approval decision within the emails they receive. If approved, the Business Process Flow will adjust accordingly.
    • Approvals History: A history of project stages and the related approval request outcomes can be viewed in the Approvals History window.


Business Process Flow

The Business Process Flow (BPF) in the Product Update template has several predefined stages (not configurable at this time). In the BPF, the progression from one stage to the next is tied to the status of the BPF Stage approval requests triggered in Project Settings.

  • When Send Charter and Gantt for Approval is set to Yes and fully approved, the BPF will progress to Execution.
    • Full approval is met when the Project Manager, Project Sponsor and Group Manager all complete the approval process.
    • The BPF can be set back to Chartering from any other stage if a user with proper permissions clicks Set Active after clicking on the BPF Chartering stage.

      The relevant BPF Stage approval request switches in Project Settings will once again be set to No.
       
  • When Move to Close Out is set to Yes, the BPF will progress to Close Out.
  • When Send Close Out for Approval is set to Yes and fully approved, the BPF will progress to Closed