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Define a project

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Define a project

Define important aspects of your Agile, Waterfall, or Hybrid project such as the duration, estimated cost, and net value to the organization to efficiently track the project's progress.

Before you begin

Role required: it_project_manager

About this task

You can create a project from the Projects list or from the project planning console. You must have the Agile Development 2.0 plugin to create an Agile or Hybrid project and the Test Management plugin to create a test phase for your project.
Note: You can also create a project from the demand workbench.

Procedure

  1. Create a project in any of the following ways.
    LocationSteps
    From the Projects list Navigate to Project > Projects > Create New.
    From the project workspace
    1. Navigate to Project > Projects > Project Workspace.
    2. Click the New Project button on the My Projects Space page.
    3. In the Create Project dialog box, enter the Project name and Start date information.
    4. Select a template to use for the project from the Project template list and click OK.
  2. On the form, fill in the fields.
    Table 1. Project form
    Field Description
    Project Name Name of the project. When you create the project from My Projects Space page, the Project name field is automatically populated.
    Project manager Project manager assigned to the project.
    Status Current status of the project. This information is retrieved from the Overall health field in the most recent project status report of the project.
    Number System-generated number with a configurable prefix.
    Percent complete Percentage of the project that has been completed.
    State Current state of the project. All new projects begin as Pending. The state of the project can be set on the Project form or derived from the task state.

    The default available states are: Pending, Open, Work in Progress, Closed Complete, Closed Incomplete, and Closed Skipped.

    You can also create a custom state for each state type by overriding the state dictionary attributes.

    For example, say for project tasks you have created a custom state called Testing for the Work in Progress state type. When you update the project task state to Testing, the project state is also updated to Testing. However, if you have not created a Testing state for the Work in Progress state type, the project state is updated to the default Work in Progress state.

    Description Detailed description of the project.
    Calculation Type of calculation to use for task dependencies:
    • Manual: Task dates do not reflect any changes made to dependencies.
    • Automatic: Task dates are automatically updated to reflect any changes made to dependent or child tasks.
    Details tab
    Portfolio Primary portfolio to which the project belongs. A project can belong to multiple portfolios.
    Note:
    • If a project, for which the Portfolio field is not set is associated to a portfolio using the portfolio form, then the portfolio name is populated in the Portfolio field.
    • If a portfolio is deleted, the portfolio name is removed from the Portfolio field on the Project form.
    Program Program to which the project belongs.
    Note: If the Portfolio field is not set, you can select from the list of all programs in the system. If the Portfolio field is set, you cannot select programs that belong to other portfolios.
    Investment Class Type of investment class category assigned to the project:
    • Run: Investment made to sustain the existing business.
    • Change: Investment made to implement a change in business.
    Investment Type Investment type of the project.

    The default available options are Cost Reduction, End User Experience, Legal and Regulatory, Revenue Generating, Service Sustaining, and Strategic Enabler.

    Execution Type Execution methodology used to run the project: Waterfall, Agile, and Hybrid.

    The default value is Waterfall.

    The Execution Type field selection determines the related links and related lists that are available. For example, the Agile Planning & Tracking related link appears when you set the Execution Type value to Agile. You must have the appropriate plugins such as Agile Development 2.0 and Test Management to view these related links and related lists. Also, you must have the appropriate role to use these related links and related lists.

    Demand Demand from which the project was created. The field is visible only if the project has a demand associated to it.
    Phase Current phase of the project.

    In addition to the Phase field, the different project phases are also shown at the top of each project record. The selected phase is highlighted.

    The default phases are Initiating, Planning, Executing, Delivering, and Closing.

    Department Department in a business unit to which the project belongs.
    Business Unit Business unit to which the project belongs.
    Impacted Business Units Business unit that is impacted by the project.
    Business Capabilities If the project is to change, enhance, or add one or more business capabilities, those capabilities can be associated with the project. Business capabilities are defined in the Application Portfolio Management module.
    Business Applications If the project is to change, enhance, or add one or more business applications, those applications can be associated with the project. Business applications are defined in the Application Portfolio Management module.

    You can select any business application in your enterprise regardless of whether it is related to the capability selected in the Business Capabilities field.

    Dates tab
    Schedule Work schedule to be used for this project Note that the default schedule is an 8-hour work day (from 8 a.m. to 12 p.m. and 1 p.m. to 5 p.m.). A day is considered to be a work day and not a 24-hour day.
    Planned start date Intended date the project begins. This value is set to the earliest time that the project schedule allows.

    For example, if the project task is created at 3 a.m. and the default schedule is in use (which has an 8 a.m. start date), then the default task start is 8 a.m. the next day.

    Note: The planned start date must be within 10 years of the current date. The project property Max date span into future or past from the current date controls the behavior for project planned start date.

    When you create the project from My Projects Space page, the Planned start date field is automatically populated. You must click the calendar icon and select a date to start the project. Projects do not automatically start on the planned start date.

    Note: When you change the planned start date of a project, the associated cost plans and resource plan also change. The project property Change Resource Plan and Cost Plan Start Date with Demand or Project Start Date Change controls the behavior for project start date change.
    Planned end date Intended date the project ends. After you add tasks, the value in the field is calculated from the tasks.

    For a manual project, any update to the actual start date does not update the planned end date of the project. Enable the project property Enable alter of planned date with Actual for Manual Project to update the planned end date from the actual start date and planned duration.

    Planned duration Expected duration of this project. After you add tasks, the value in the field is calculated from the duration of the tasks. The duration also considers the project schedule, accounting for any non-work time in the schedule.
    Note: The project property Max duration (in days) allowed for a project/project task controls the behavior for project planned duration.

    For example, if the default schedule is used, with a standard 8-hour work day, a project that starts at 8 a.m. on 1 July and ends at noon on 2 July is calculated as 1 day and 4 hours, not 28 hours.

    Planned effort Estimate of time it takes to complete the project. This calculation sums up planned effort values for all tasks and stories (in case of Agile and Hybrid projects) in this project. After you add tasks, this field becomes a read-only, roll-up calculation and overwrites any earlier entry that you made.
    Actual start date

    Date on which the project began.

    The time component in the actual start and end dates depends on the value of the Derive time component from planned dates field in the Preferences tab when you manually populate the actual dates.

    However, when you change the State or Percent complete of the project, the actual dates are auto-populated with the time component copied from the planned dates. The value of the Derive time component from planned dates field has no effect on the time component of actual dates in this case.

    Actual end date Date on which the project ended.
    Actual duration Duration of the project from project start to project closure. As with the planned duration, the actual duration shows the total project time and takes the project schedule into consideration.
    Actual effort Actual number of hours charged to the resources on this project. If you are using the Time Cards application, it automatically calculates the value for this field. It uses the totals for the time worked from the approved time cards of all the resources who worked on a project and all its tasks.
    Note: The actual effort from the stories for Agile and Hybrid projects is also rolled up to the project's actual effort.

    The field is not editable if the Update actual effort from time card field is set to Yes in the Preferences tab.

    Business Case tab
    Note: When a demand gets converted into a project, the data in Business Case tab gets carried forward from demand to project.
    Strategies Strategic objectives of the organization that the project fulfills. A project can fulfill multiple strategic objectives.

    If a Business Unit for the project is selected in Details tab, then the choice list displays the business strategies for the selected business unit along with other enterprise strategies.

    Goals Goals associated with the selected strategy. A project can fulfill multiple goals.

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

    Business case Business arguments that support the project.
    Risk of performing Risks associated if the project is carried out.
    Risk of not performing Risks associated if the project is not carried out, for example, risk of loss of opportunity.
    Enablers Key enablers for the project.
    Barriers Major barriers to the project.
    In scope Scope of the project. The scope is the set of boundaries that define the extent of a project.
    Out of scope Activities or deliverables that are not in the scope of the project. Anything that is not specifically defined in the scope is out of scope.
    Assumptions Assumptions made for the project. Assumptions help define scope and risks, and fine-tune the estimates for time and cost.
    Financials tab
    Rate Model

    Rate model assigned to the project. The rate model is used to derive hourly rates for the associated resource plans and time cards.

    When you create a project from a demand, the rate model is copied from the demand to the project.

    The subprojects in a project derive their resource plan calculations from the rate model associated with the top task.

    If the assigned rate model is removed or replaced or the hourly rates in the rate model are changed, the cost fields on the associated resource plans are not recalculated automatically. You must update costs of all resource plans in the project using the Recalculate Resource Costs menu option to reflect new rates from the rate model.

    You can also update costs of a single resource plan one at a time.

    Total planned cost Estimated cost of the project.

    If an operational expenditure, capital expenditure, or both are associated with the project, then the planned cost is the sum of the operational expenditure and capital expenditure, which is in the selected currency for the project.

    For Agile and Hybrid projects, the planned cost for stories is considered when the resource plan is created for agile assignment group.

    Note: To create a resource plan for Agile assignment group, you must assign the pps_resource role to the group.
    Planned capital Capital expenditure (Capex) for the project. If no cost plans are associated with the project, the Planned capital field is editable. Select a currency type and enter a value.
    Planned operating Operational expenditure (Opex) for the project. If no cost plans are associated with the project, the Planned operating field is editable. Select a currency type and enter a value.
    Budget cost Budgeted cost for this project. This field is automatically populated from the project budget breakdowns in the cost plan breakdown table. When project funds are allocated for a fiscal year, the cost plan breakdown stores the budget allocation for each fiscal period. These amounts are rolled up and stored in the budget cost.

    To manually enter a value, select a currency icon and enter the value.

    Actual cost Actual cost of this project. Select a currency icon and enter a value.
    Estimate at Completion Sum of all actuals for past fiscal periods added to the functional cost for future fiscal periods.

    For example, if the duration of a project is from January 01 to December 31 and you check the Estimate at Completion in the month of May, it is calculated as: Sum of actuals from Jan to April + Sum of functional cost from May to December.

    Planned benefit Planned benefit for the project.

    This value is rolled up from the benefit breakdown of the project.

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

    Planned return The Planned returns value is derived from the difference between the Planned benefit and Planned cost values:

    (The value in the Planned benefit field – the value in the Planned cost field)

    Planned ROI% The ROI (return on investment) percentage result is calculated based on values in the Planned return and Estimated cost fields.

    (Planned return/Estimated cost x 100)

    Discount Rate % Project discount rate.

    The discount rate is the interest rate to determine the present value of future cash flows.

    Net present value Present value of future cash based on the given annual interest rate.

    This value is a measure for comparing money spent today against future expected financial benefits. This information is useful when evaluating the overall investment performance.

    For example, at 12% discount rate, $1.00 today is worth $0.80 in two years. Therefore, expecting to receive $1.00 in two years is same as receiving $0.80 today.

    Net present value (NPV) is calculated from the estimated cost per year, the planned benefit per year, and the discount rate for the project.

    Internal rate of return % Annual interest rate required to achieve an NPV of zero.

    Internal rate of return (IRR) helps to determine which projects can deliver higher rate of return in terms of revenue.

    Score tab
    Risk Score Calculated based on the project risk.
    Value Score Calculated based on the ROI% of the project.
    Size Score Calculated based on the value in the Planned Cost field.
    Score Calculated based on the individual scores of the attributes Risk Score, Value Score, and Size Score, which in turn are calculated based on the risk, planning ROI%, and estimated cost attributes on a project, respectively.
    Note:
    • You can configure the formula for score calculation.
    • When a demand is converted to a project, the score calculated on the demand is carried forward to the project.
    Notes tab
    Watch list Users who have subscribed to project notifications.
    Work notes list Users who have chosen to receive email notifications when the work notes on the project are updated.
    Activity / Work notes Information about the milestones, impediments, or changes as the project progresses. Enter the notes in the Activity field and click Work notes. The text appears in the feed.
    Preferences tab
    Allow time card reporting on Level at which the time cards for project tasks can be created:
    • Project only: All time cards for the project are created at the project level only. For example, if a user is assigned to multiple tasks in a project, then the time spent on all tasks is recorded under one time card only for the project.
      Note: In the Time Sheet Portal, tasks of the project are listed in the Tasks tab. For these tasks, the Add to Time Sheet and Add selected to Time Sheet options are not available. Only the Quick Add option is available. On clicking Quick Add, a time card is created against the top project, not against the task.
    • Project tasks only: Separate time cards are created corresponding to each planned task.
      Note: In the Time Sheet Portal, the Add to Time Sheet, Quick Add, and Add selected to Time Sheet options are not available for the project.
    • Project and project tasks: Time cards can be created at the project as well as the project task level. This is the default set value.
    • No time reporting: No time cards are created for the project. If the user submits the time card manually, the business rules prevent the user from submitting the time card.
      Note: In the Time Sheet Portal, the Add to Time Sheet, Quick Add, and Add selected to Time Sheet options are not available for both project and project tasks.
    Update actual effort from time card Determines whether the Actual effort field on the Dates tab should be updated based on the hours entered in the time cards for the project.

    If the field is set to Yes, then the Actual effort field is not editable. If it is set to No, then the actual hours from time cards are not rolled up to the project and task. By default, it is set to No.

    Update score on value change Determines whether to update the project score.
    • If the value of the field is set to Yes, project score is recalculated when the projects planned ROI%, estimated cost, or risk is modified.
    • If the value of the field is set to No, the project score remains the same even if the project's planned ROI%, estimated cost, or risk is modified. The value of the field can be set to No when the user wants to preserve the score value while converting the project to a demand.
    Derive assignee list from resource plan Option to constrain the resources in the Assigned to and Additional assignee list fields on the project and project task forms to be derived only from the associated allocated resource plans.
    Project schedule date format Determines whether the dates in the planning console should be displayed with the time component.
    Derive time component from planned dates Determines whether the time component in the actual start and end dates should be copied from the time component in the planned start and end dates. By default, it is set to false.

    If the Project schedule date format field is set to Date, this field is auto-checked and disabled.

    Note: When you change the State or Percent complete value for the project, the actual dates are auto-populated with the time component copied from the planned dates. The value of the Derive time component from planned dates field has no effect on the time component of the actual dates in this case. The value of the field affects the time component only when you populate the actual dates manually.
  3. Click Submit.

What to do next

Use the information provided by the following related links and related lists to capture the important aspects of the project and complete the project record.
Table 2. Project form related links and related lists
Field Description
Related Links
Agile Planning & Tracking Opens the Backlog tab of the Agile Board for an Agile project. For more information about backlogs, see Manage your product backlog.

This related link appears only when the value for the Execution Type field is set to Agile and the Agile Development 2.0 plugin is installed.

Calculate Completion Estimates Recalculates the values in the Estimate at Completion field of the project.
Create Agile Phase Creates an agile phase for the project. An agile phase includes stories in Stories related list.

This related link appears only when the value for the Execution Type field is set to Agile and the Agile Development 2.0 plugin is installed.

Create Test Phase Creates a test phase for the project. A test phase includes test cases in the Test Cases related list.

This related link appears only when the value for the Execution Type field is set to Waterfall or Hybrid and the Test Management plugin is installed.

Planning Console Opens the Project Planning console.
Project Budget Option to allocate the budget to the project.
Project Workbench Opens the Project workbench.
Status Report Opens the Status Report tab on the Planning Console.
Create Baseline Creates a baseline.
Project Diagnostics Detects data corruption in the current project. You can check for data related to tasks and invalid or cyclic relations in a project. For more information about project diagnostics, see Use Project Diagnostics to detect corrupt project data.
Related Lists
Project Tasks Tasks in the current project. Only the next-level tasks (immediate subtasks) appear in this related list.

If any external dependencies are created for the project, the corresponding shadow tasks are also listed.

Agile Phase Lists the agile phases for the project. An agile phase contains project tasks and stories associated with these project tasks.

This related list appears only when the value for the Execution Type field is set to Agile and the Agile Development 2.0 plugin is installed.

Sub-projects Child project records of the current project.
Stories List of stories in the current project. Click New to create and add new stories to the project.

Click Add Existing to add stories from the Stories module of the Agile application. For more information, see Create stories.

This related list appears only when the value for the Execution Type field is set to Agile and the Agile Development 2.0 plugin is installed.

Epics List of epics in the current project.

This related list appears only when the value for the Execution Type field is selected as Agile and the Agile Development 2.0 plugin is installed.

Requirements Lists the project requirements with their status.

To create a new requirement, click New.

To add an existing requirement to the project, click Edit.
Resource Plan Lists the resource plans of the project and project tasks. To create a resource plan and manage existing resource plans, click Manage.
Cost Plans Lists the cost plans included in the project.

To create a new cost plan, click New.

Benefit Plans

Lists the benefit plans included in the project.

To create a new benefit plan, click New.

Project Budget Lists the project budget by fiscal year. Click the amounts in the list to revise them.
Baselines Collection of all planned dates for all tasks and milestones at the time you create the baseline.
Status Reports Lists the status reports for the project.

To generate a new status report, click New. See, Create a project status report.

Risks Lists the risks that are part of the project.

To create a new risk, click New

If the project is a part of another program or portfolio, then any risk added to the project also gets added to the parent program and portfolio

Issues Lists the issues included in the programs.

To create a new issue, click New

Project issues are added with the program and the primary portfolio.

Decisions Lists the decisions for the current project.

To create a new decision, click New.

Actions Lists the action items identified for the project.

To create a new action, click New

Project Change Requests Lists changes related to the resource, scope, cost, and schedule for the current project.

To create a new project change request, click New. For more information, see Create a project change request.

Stakeholders Lists the stakeholders for the project.
To add a stakeholder to the project, click Edit.
Note:
  • When you create a project from a demand, the stakeholders are transferred from the demand to the project.
  • If the portfolio associated with the project has stakeholders, the portfolio stakeholders are automatically added to the project.

To add a new stakeholder in the stakeholder registry, click New.

Time Cards Lists the time cards submitted against the project.

To create a new time card, click New.

Expense Lines Lists the expense lines of the project.

To create a new expense line, click New. For more information, see Create an expense line.

Notifications Lists the external dependency related notifications raised in the successor project. The notifications are triggered as a result of changes made in the predecessor project.
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