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Create a program to manage projects and demands

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Create a program to manage projects and demands

Create a program to manage related projects and demands. Define the duration, estimated cost, benefits, and ROI to the organization.

Before you begin

Role required: it_program_manager

Procedure

  1. Navigate to Project > Programs > Create New.
  2. On the Program form, fill in the fields.
    Table 1. Program form
    Field Description
    Program Name Name of the program.
    Program manager Program manager assigned to the program.
    Portfolio Portfolio to which the program belongs.

    If a portfolio is not selected for the program, the program is termed as a global program. The projects and demands in a global program can be associated to any portfolio.

    Status Current status of the program. This information is updated from the status of all the projects that are part of this program.
    Strategies Strategic objectives of the organization that the program fulfils. A program can fulfil multiple strategic objectives.
    Number System-generated number with a configurable prefix.
    Priority Priority associate with the program.
    State Current state of the program.

    Default states: Pending, Open, Work in Progress, Closed Complete, Closed Incomplete, Closed Skipped.

    Note that the program state is not rolled-up to a Closed state when program tasks, projects and demands move to Closed state. A program needs to closed explicitly by the user.

    Goals Goals associated to the selected strategy. A program can fulfil multiple goals.

    If a strategy is not selected, then all goals are displayed in the choice list.

    Description Detailed description of the program.
    Dates tab
    Planned start date Intended program start date. The start date is updated to the earlier date if the start date of the associated program tasks, projects, and demands is earlier than the program start date.

    If a demand or project is removed from the program, the planned start date of the program is not affected.

    Planned end date Intended program end date. The end date is extended based on the end date of the program tasks, projects, and demands.

    If a demand or project is removed from the program, the planned end date of the program is not affected. However, the program end date can be reduced manually if there are no program tasks, projects, or demands starting or ending within the end date of the program.

    Planned duration Expected duration of this program. The planned duration is updated whenever the planned start date or end date of the program changes.
    Actual start date Date that the program actually starts.
    Actual end date Date that the program actually ends.
    Actual duration Actual duration of the program from program start to program closure.
    Financials tab
    Total planned cost Estimated cost of the program.

    If there is operational expenditure and capital expenditure associated to the program, then planned cost is sum of operational expenditure and capital expenditure, which is in functional currency.

    Planned capital Capital expenditure (Capex) for the program. If there are no cost plans associated to the program, the Capital expense field is editable. Select a currency type and enter a value.
    Planned Operating Operational expenditure (Opex) for the program. If there are no cost plans associated to the program, the Operational expense field is editable. Select a currency type and enter a value.
    Budget cost Budgeted cost for this program.
    Actual cost Actual cost of the program.

    The value is rolled up from the cost plan breakdowns from projects and demands in the program.

    Risk Risk associated with the program.
    Planned benefit Planned benefit value for the program.

    This value is rolled up from the benefit plan breakdowns of the program.

    You can also enter the value manually. Select a currency type icon and enter a value.

    Planned returns Planned returns is based on the difference between planned benefit and planned cost.
    Planned ROI% The result is calculated based on values in the Planned return and Planned cost fields.

    (The formula is planned return/planned cost X100.

    Score Program score is calculated based on the individual scores of these attributes: risk score, value score, and size score, which in turn are calculated based on risk, planning ROI%, and estimated cost attributes (on a program) respectively.
    Note: You can configure the formula for score calculation.
  3. Click Submit.

What to do next

Use the following related links and lists:
Table 2. Program form related links and lists
Field Description
Related Links
Program Budget Allows to allocate the budget to the program.
Program Workbench Opens the Program workbench.
Related Lists
Program Tasks Lists the program tasks of the programs.

To create a new program task, click the New button.

Projects Lists the projects included in the programs.

To create a new project, click New.

To add existing project to the program, click Edit.
Demands Lists the demands included in the programs.

To create a new demand, click New.

To add existing demand to the program, click Edit.
Risks Lists the risks that are part of the program.

Risks of the program, and projects and demands are added.

To create a new risk, click New.
Issues Lists the issues that are part of the program.

Issues of the program, and projects and demands are added.

To create a new issue, click New.
Cost plans Lists all the cost plans for projects and demands that are part of the program.
Benefit Plans

Lists the benefit plans for projects and demands that are part of the program.

Program Budget Lists the program budget according to fiscal years. Click the amounts in the list to revise them.
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